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Job Detail

Administrative Assistant, Place Ville Marie

Job Summary

Location

Montreal QC

Posting date

Industries

  • Real Estate

Categories

  • Administrative assistant

Ivanhoé Cambridge, a global real estate industry leader, invests in high-quality properties and real estate companies in select cities around the world. It does so prudently, with a long-term view to generate optimal, risk-adjusted returns. Founded in Quebec in 1953, Ivanhoé Cambridge has built a vertically integrated business across Canada. Internationally, the Company invests alongside key partners and major real estate funds that are leaders in their respective markets.

Through subsidiaries and partnerships, Ivanhoé Cambridge holds interests in nearly 800 buildings, primarily in the residential, office, retail and logistics real estate sectors. Ivanhoé Cambridge held approximately C$56 billion in assets as at December 31, 2016. The Company is a real estate subsidiary of the Caisse de dépôt et placement du Québec ( cdpq.com ), one of Canada's leading institutional fund managers. For more information :  ivanhoecambridge.com .

Department: Place Ville Marie

Position type: Salaried

Specific accountabilities

The incumbent is responsible for assisting the Director, Administration and Client Relations, and the Senior Director, Technical Services and Security, by performing various tasks involving administrative support, general office management and follow-up for various group undertakings.

  • Provide general administrative assistance in accordance with existing standards and procedures: draft various documents (reports, letters, memos, tenant notices, agreements, procedures, PowerPoint presentations) in French and English; translate and edit documents; review bids, purchase orders, invoices and expense claims; file documents; make photocopies; prepare expense reports, etc.;
  • Manage schedules, coordinate travel arrangements and organize meetings with internal and external stakeholders for the Director and Senior Director;
  • Serve as the main contact for tenants when the Director or Senior Director is absent: answer enquiries or refer to the appropriate resources;
  • Organize and draft minutes for committee and other meetings (French/English);
  • Prepare press reviews; conduct searches regarding current and potential tenants and industry trends;
  • Update databases, directories, organizational charts, reports, tables and other reference documents;
  • Follow up on active files and projects with tenants and other internal and external stakeholders;
  • Prepare and coordinate construction mandates and ensure that the necessary approvals are obtained; distribute and file the related paperwork;
  • Coordinate LEED recertification documentation; serve as the point person for the supplier and make sure deadlines are met;
  • Ensure adherence to departmental filing systems for paper and electronic records; monitor access to electronic directories;
  • Sit in at the reception desk when needed;
  • Prepare timesheets and update vacation schedules for team members;
  • Coordinate tenant invitations and organize tenant events as needed;
  • Plan events for Place Ville Marie employees and suppliers (holiday parties, etc.);
  • Coordinate computer, telephone, building access and other systems;
  • Ensure the proper and effective use of common areas in the office (reception, kitchen, conference rooms, printer/fax rooms, stationery storage rooms, etc.);
  • Control petty cash and purchases of office and event supplies;
  • Keep the gift card inventory and reconcile gift card sales;
  • Assist the customer service supervisor during absences and replace information booth staff in the shopping mall during special events;
  • Carry out any other required tasks.

Key requirements

  • College diploma in office administration and five or more years of relevant secretarial experience;
  • Excellent written and spoken French and English and the ability to translate documents into both languages;
  • Proficiency in Microsoft Office required; knowledge of Visio and JD Edwards an asset;
  • Ability to perform effectively and prioritize tasks in a fast-paced environment;
  • Ability to multitask, work independently and tolerate pressure;
  • Strong teamwork ethic;
  • Tactful, thorough, dynamic, well organized and discreet.

IF YOU ARE INTERESTED IN THIS CHALLENGE, PLEASE SUBMIT YOUR RESUME.

You have everything to gain!

When you join the Ivanhoé Cambridge team, you are eligible for employment benefits and a pension plan that are among the best in the industry. Our many health and wellness programs encourage you to balance your work and personal lives and fulfil your desire for social involvement, while maintaining a healthy lifestyle. At Ivanhoé Cambridge, you will have many opportunities to develop your skills and thrive professionally, in Canada or elsewhere in the world. Our initiatives aimed at creating an exceptional working environment that inspires our employees to give the best of themselves elevated Ivanhoé Cambridge into the ranks of Canada's 50 Best Employers100 Top Employers and 10 Most Admired Corporate Cultures.