Administrative Assistant, Real Estate

Why you’ll love working here:

• Access to an annual wellness reimbursement program for health and wellness-related expenses for permanent and temporary employees
• Learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth
• Membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security
• Yoga classes, meditation workshops, nutritional consultations, and wellness seminars
• The opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers
• Competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, and newly extended maternity/parental leave top of 26 weeks)
• Optional post-retirement health and dental benefits subsidized at 50%
• Our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves
• High-performance, people-focused culture

Job Summary:
Reporting to the Director, Real Estate Management and Sustainability, the Administrative Assistant provides administrative support to the Director and their team. This person is a key member of the Real Estate team and is primarily responsible for providing administrative support to enable the efficient and seamless operation of the team and department. In this contract role, you will assist with coordinating internal and external meetings and LEAP events, act as document management admin lead, preparing expense claims, and other general administrative tasks.
What you will do:

• Liaise with internal and external parties to coordinate meetings, calls and conferences. This includes registrations, preparing materials, booking on-site meeting rooms and/or virtual meetings, and greeting guests when applicable.
• Work with software and data vendors to execute contracts, process payments, implement platforms, set up new users, training sessions, and update team rosters.
• Assist with other administrative tasks as required and constantly look for ways to improve administrative processes.
• Process entry of funding requests received including investigating discrepancies when needed.
• Act as document management admin lead: maintain the department's electronic filing system and SharePoint sites to facilitate the efficient sharing of information, extract and file documents from external parties, manage permissions, ensure file management is organized, up-to-date and follows document management policies.
• Prepare expense claims for the team and process other departmental expenses as required, ensuring accuracy and adherence to HOOPP’s expense policy.
• Daily calendar management for the team as required.
• Arrange travel arrangements for the team, ensuring adherence to HOOPP’s travel policy.
• Work as part of the Real Estate administrative team to provide back-up support to the full Real Estate department.
• Work in close coordination with internal partners (e.g. Legal, IT, Accounting, Treasury) and external partners (e.g. consultants) to support the needs of the team.
• Primary administrative event support for our annual LEAP sustainability conference and awards.
• Process the team’s membership renewals and subscriptions.

What you bring:

• Completion of a College education or equivalent.
• Strong attention to detail and organization skills are critical, with the ability to prioritize multiple requests in a fast-paced environment.
• Client service orientation and a “can do” attitude.
• Adaptable team player.
• Highly proficient in MS Office 365 applications, SharePoint, Acrobat Pro, Concur, Windows 10, and Cloud environments, with a demonstrated ability to master new technologies as required.
• Tact, discretion and excellent judgement.
• Excellent written and oral communication skills.