Administrative Assistant Jobs

About You

You are a high achiever looking to thrive in a fast-paced environment. You take pride in your own work but are comfortable collaborating with a team of highly motivated individuals. You can communicate clearly and concisely with teammates and clients, and you enjoy strong company culture and camaraderie. You can navigate multiple corporate functions, including global lines of service and corporate centers of excellence. You possess strong interpersonal skills and are willing to take on diverse tasks to achieve the team’s common goal. You value personal and professional growth and are ready to take the next step in advancing your career.

If this sounds like you, well, then you will love the culture at Avison Young!

About Us

Avison Young is a global commercial real estate brokerage and advisory firm, offering transaction, management, financial and consulting services. We’ve designed our corporate structure to best serve our clients by enhancing collaboration across our organization.

Real estate can have an enormous positive impact on people’s lives – and we’re in the business of making spaces and places work better for people. Our purpose is to create real economic, social and environmental value as a global real estate advisor, powered by people.

We care about each other and we have each other’s backs. This makes Avison Young a great place to be a client, and a great place to work. We support the whole person and their complete wellness – economic, mental and physical – because what’s best for our business comes from our people bringing their whole selves to work.

Of course we love it here, but outsiders think we’re pretty great too Avison Young was awarded the prestigious America’s Best Midsize Employers for 2022, presented by Forbes and Statista, Inc. We’re proud to be regularly recognized for our team, services and culture and our team members enjoy comprehensive compensation and benefit programs. Through our customized work options, we give our people the flexibility to create a work environment that puts their overall well-being first. After all, we are powered by people.

Avison Young has an exciting opportunity in our Mississauaga office for an Administrative Assistant. The Administrative Assistant will report directly to the Managing Director. We are looking for an enterprising individual to coordinate the day-to-day administrative tasks of the office and create a first impression of the office that is positive for all visitors. The position requires independent judgment to plan, prioritize, and organize responsibilities to meet multiple deadlines, while interacting with a diverse group of colleagues, clients, and service providers. This person will be vital to the interconnectivity of the group, within Avison Young, and with external vendors, clients, and customers.

• Supervise the maintenance and alteration of office areas, equipment, and common areas, as well as layout, arrangement, and housekeeping of office facilities.
• Be responsible for day-to-day office operations requirements.
• Assist leadership to develop and implement best practices.
• Be prompt and consistent with attendance as required by the job.
• Assist in planning company events.
• Track and monitor the team’s time away from work (i.e., sick days, vacation days etc.).
• Support the team in utilizing Outlook (i.e., scheduling company meetings, conference room meetings, etc.).
• Perform clerical duties to include photocopying, filing, and mailing documents.
• Manage the common area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Purchase office supplies for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Assist other teams, disciplines, or business units, when required.
• Develop and maintain internal and external communications and contact data; regular input of information into the company’s CRM database and/or other systems or files – APTO, HubSpot, and Orion.
• Be responsible for other duties and special projects as assigned.
• Uphold a strict level of confidentiality.
• Assist with training of new hires on office procedures and policies.
• Handle such other reasonable duties as the Company may require of you from time to time.
• Coordinate overall administrative activities.

Personal skills

• Behavioral skills – Strong interpersonal skills with the ability to articulate thoughts verbally and in written reports. Specifically, the position needs a “doer” with a strong work ethic that can accurately comply with policies, procedures, and detailed tasks with an organized approach. The position requires an assertive team player with a proven ability to motivate employees and meet deadlines.
• Values and Motivation – The job needs a person that is motivated by collaborating with people, that is driven to helps others, that is driven to create a harmonious workplace environment, and will take the initiative to learn what must be learned to perform the job.

Personal accountability

• Time and Priority Management Prioritizing and completing tasks to deliver desired outcomes within allotted time frames.
• Teamwork Cooperating with others to meet objectives.
• Self-Starting Demonstrating initiative and willingness to begin working.
• Responsible for personal actions.
• Diplomacy Effectively and tactfully handling difficult or sensitive issues.
• Resiliency Quickly recovering from adversity.
• Understanding Others Understanding the uniqueness and contributions of others.

Preferred qualifications

• Special knowledge and skills Basic understanding of accounting/finance, human resources, marketing, and facilities management.
• Experience 2+ years of experience in operations, managing several areas of work simultaneously. Commercial real estate industry experience a plus.
• Must pass Avison Young pre-employment screen.
• Education Minimum of a 2-year college degree in a relevant functional area for business management. Proficient in Microsoft Office 365 suite of products.

Avison Young practices as an equal opportunity employer in all services locations around the world. We are committed to building and maintaining a workforce diverse in experience, skills and knowledge with uniformity in service excellence, commitment and integrity.

The firm maintains a strict policy to ensure employment opportunities are equal and do not discriminate based on race, color, religion, creed, age, sex, gender, gender identity or expression, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, protected veteran or military service status, or any other elements protected by law.

For those requiring assistance with disabilities, information relating to the need for accommodation and accommodation measures will be addressed confidentially.

Avison Young is committed to employing the best talent with the most fair and equitable recruitment practices. Apply with us TODAY!