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Administrative Assistant, U.S. Multi-Family


Overview

Reporting to the Manager, Transactions, on behalf of the U.S. Residential team, 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 hr@wposborne.com

Duties and Responsibilities
  • Provide direct administrative support for President and Chief Financial Officer, U.S. Residential
  • Provide direct administrative and office support the team
  • 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 
  • Maintain U.S. Residential website
  • Maintain the invoice email, submit invoices for approval and payment
  • Send monthly mortgage and escrow statements to properties 
  • Update contact listing for properties when needed
  • Approve vendors in vendor café and monitor for insurance compliance 
  • Monitor USMF payment notification email – Credit card disputes 
  • Provide and maintain external access to sharefile and sharepoint 
  • 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
  • Complete expense reports for Chief Financial Officer, Executive Directors and Vice Presidents process invoices, and other related duties
  • Handle all incoming and outgoing mail and couriers 
  • Prepare and review presentations
  • Quarterly email blasts  
  • 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
  • Assist with special projects and any additional duties as necessary
  • Assist with reception coverage 
Requirements
  • Post Secondary Diploma in Office Administration, or relevant discipline
  • 3-5 years experience in an Administrative role
  • Experience providing high-level support for C-suite executives 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
  • Overtime may be required

 

Location

Head office

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