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Administrative Assistant, U.S. Multi-Family


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. 


Qualified candidates can submit their resume to

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 
  • 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



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