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Administrative Assistant, IT Services

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Oxford Properties Group

23d ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
  • Toronto

AI generated summary

  • You need 4+ years in admin support, MS Office proficiency, budgeting experience, strong organizational skills, attention to detail, and excellent communication abilities. Adaptability is key.
  • You will provide administrative support, manage meetings and budgets, prepare sensitive documents, enhance processes, build relationships across teams, and coordinate travel arrangements.

Requirements

  • Minimum 4 years of administrative support level experience, preferably in a complex, international professional services work environment.
  • Excellent computer literacy and MS Office Suite experience, including advanced skills in PowerPoint, Excel and Word.
  • Experience with budgeting process including variance reporting and invoice processing.
  • Team player and demonstrate an ability to collaborate and work with all levels of an organization and with external stakeholders.
  • Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment.
  • Take initiative to identify and improve tasks, projects or processes.
  • Attention to detail and accuracy is extremely important in this role.
  • Flexible and able to adapt quickly to last-minute changes.
  • Strong written and excellent interpersonal and communication skills are an absolute must.
  • High level of professionalism and discretion.

Responsibilities

  • Provide confidential administrative support to senior leaders in order to allow the business leader to focus on higher level work
  • Meeting management which includes scheduling, preparing agendas and documenting action items at various team meetings
  • Managing invoices and bank payments, tracking team budget including monitoring and analyzing expenses and year end accruals
  • Managing and coordination of meetings and events including offsites and other department-wide meetings, including but not limited to booking meeting rooms/event venues, catering, technology, communication, materials and RSVP’s
  • Prepare reports, presentations, communications, and documents relating to matters of sensitive nature on behalf of the team by identifying required information, conducting research and utilizing appropriate sources as required
  • Proactively recommend enhancements to processes and issues to increase efficiencies and share best practices
  • Build strong relationships across the organization, including partnering with internal and external stakeholders
  • Prioritize conflicting needs, troubleshoot, handle matters expeditiously, proactively and follow-through on projects while being flexible in adjusting to changing work priorities
  • Coordinate extensive and sometimes complex domestic and international travel arrangements

FAQs

What is the job title for the open position?

The job title is Administrative Assistant, IT Services.

Where is the job located?

The job is located in Toronto.

What are the key responsibilities of the Administrative Assistant?

The key responsibilities include providing confidential administrative support, managing meetings and events, processing invoices, preparing reports, and coordinating domestic and international travel arrangements.

What is the minimum required experience for applicants?

Applicants must have a minimum of 4 years of administrative support level experience, preferably in a complex, international professional services work environment.

What skills are preferred for this position?

Preferred skills include excellent computer literacy, advanced skills in MS PowerPoint, Excel, and Word, budgeting experience, strong time management, organizational skills, and excellent interpersonal and communication skills.

Is prior experience in budgeting processes required?

Yes, experience with budgeting processes, including variance reporting and invoice processing, is required.

Are there any specific personal qualities that would benefit someone in this role?

Yes, attention to detail, flexibility, initiative, and a high level of professionalism and discretion are essential qualities for this role.

What kind of company culture does Oxford Properties promote?

Oxford Properties promotes a people-first culture that values diversity, inclusion, and community reflection within its workforce.

Are employees encouraged to build relationships across the organization?

Yes, building strong relationships across the organization and partnering with internal and external stakeholders is emphasized in this role.

Does the company provide support for wellness and development?

Yes, the company prioritizes wellness and development and encourages employees to accelerate their growth.

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Oxford Properties Group

Real Estate
Industry
1001-5000
Employees

Mission & Purpose

We are a global real estate investor, developer and manager. Established in 1960, Oxford and our platform companies manage nearly $87 billion of assets with a portfolio of 158 million square feet of commercial space. Our global portfolio includes workplace, life sciences, industrial, shopping, living, hotels & alternatives and credit assets on four continents. A thematic investor with a committed source of capital, we invest in properties, portfolios, development sites, debt, securities and platform companies across the risk-reward spectrum. Oxford is backed by OMERS, which has a diversified, global portfolio of public market, infrastructure, private equity, venture capital and real estate investments. OMERS ensures retirement security for over half a million public service and other employees from municipalities, school boards, transit systems, electrical utilities, emergency services and children’s aid societies across Ontario, Canada.