Starlight Careers

Administrative Assistant

Overview

Reporting to the Executive Coordinator, on behalf of the Canadian Multi-Family and U.S. Multi-Family teams, the Administrative Assistant will be responsible for the management of all administrative duties, travel, calendar scheduling, internal/external communication and special projects as required

Application Qualified candidates can submit their resume to
humanresources@starlightinvest.com.

Duties and Responsibilities

  • Provide direct administrative and office support to both teams
  • Maintain department calendar, track department sick & vacation days
  • Prepare travel schedules, book travel arrangements, and make reservations for team members
  • Maintain electronic corporate files
  • Create and track Purchase Orders
  • Ensure all documents are filed and distributed accordingly
  • Complete and execute monthly distribution forms for TSXV (U.S Multi-Family)
  • Maintain Starlight U.S. website
  • Review all documents, reports, and correspondence prepared for signatures for format, content, grammar, spelling and make edits as necessary
  • Prepare draft reports, background documentation, and research
  • Arrange property tours
  • Complete expense reports for Executive Directors, process invoices, and other related duties
  • Handle all incoming and outgoing mail and couriers
  • Manage Quarterly Pricing Memo Program
  • Prepare Quarterly Fund newsletters
  • Prepare and review presentations
  • Conference call line management
  • Quarterly email blasts
  • VIP contact list management
  • Complete monthly bill backs for partnerships
  • Complete quarterly bill backs for travel expenses
  • Present a positive and professional image of the executive office to all visitors, inquiries, and other persons
  • Treat all responsibilities with confidentiality and discretion
  • Overtime as required
  • Assist with special projects and any additional duties as necessary

Requirements

  • Post Secondary Diploma in Office Administration, or relevant discipline, required.
  • 3 years experience in an Administrative role preferred
  • Strong knowledge of office procedures and practices
  • Keen attention to detail
  • Experienced in booking complex air & ground travel
  • Strong writing skills.  Ability to draft memos, letters & press release documents
  • Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point, Visio)
  • Resourceful and flexible
  • Proven organizational and time management skills
  • Manual dexterity required to operate computer and peripheral
  • Interacts with employees, various management levels and the public at large
  • Ability to lift up to 25 lbs, repetitive work
  • Overtime may be required

Location

Head Office