Administrative Assistant

September 27 2021
Industries Retail , Wholesale
Categories Administrative, Clerical, Property Management, Real Estate, Administrative assistant, Executive Assistant, Administration, Finance, Accounting, Real Estate, Store Maintenance
Aurora, ON

Administrative Assistant

Department: Real Estate
Reports to: VP, Real Estate & Store Development
Location: Aurora, Ontario
Employment Status: Full time

Job Purpose

The Administrative Assistant is responsible to provide day to day administrative support to the VP, Store Development & Real Estate and Director, Real Estate (the "senior managers'). Specifically, cataloging and distributing of department information, arranging and managing calendars, screening and prioritizing mail and phone calls, researching and writing memos, preparing materials used in executive presentations ,research and preparation of reports and making travel arrangements.

Duties and Responsibilities

  • Communicate regularly with co-workers to obtain all the required information necessary to complete daily projects/tasks.
  • Communicate regularly with landlords, general contractors and other vendors as required.
  • Advise senior managers of any concerns or issues in advance of assigned deadlines.
  • Draft and send all departmental communications upon request as directed by the senior managers.
  • End-to-end processing of correspondence including preparation, copying, filing, distribution and follow up.
  • Store portal publisher for real estate and store development announcements, forms and documents.
  • Log and control expense reports including preparing expense reports for senior managers.
  • Record minutes of meetings and distribute when requested.
  • Maintain and prepare departmental attendance/vacation schedule through Dayforce.
  • Prepare all required documentation in advance of upcoming meetings for all attending personnel, if required.
  • Other ad hoc analysis and projects as determined from time to time.
  • Deal with enquiries from landlords, general contractors and others and              re-direct calls, draft correspondences, or provide assistance as required.
  • Prepare, maintain and ensure completion of all tasks on the department checklists.
  • Prepare internal and external communications as required from time to time by the senior managers and follow up as necessary.
  • Prepare, update and maintain departmental logs as required by the senior managers.
  • Provide research as requested from time to time.
  • Promotes and works to maintain workplace wellness, health and safety, through active compliance with all workplace health and safety policies and procedures.
  • Any other duties as required.


Key Capabilities

  • Post- Secondary diploma in Business and/or Administration
  • Post- Secondary diploma in Project Management, an asset
  • 1-3 years' experience coordinating projects in a retail environment
  • Intermediate experience with Microsoft Office Suite
  • Basic working knowledge of accounting principles and experience with budgets and issuing purchase orders
  • Ability to organize workflow, multi-task at high levels, and manage changing priorities within specified timelines
  • 1-3 years' experience of working with simultaneous projects 
  • 1-3 years' experience working in a fast paced, deadline driven environment
  • Proficiency and comfort level to communicate in oneâ€'onâ€'one settings, group situations and over the telephone
  • Strong written (and oral) communication skills is mandatory in this role
  • Resourceful, attentive with details and maintaining accurate records
  • Strong attention to detail is required at all times in this role

How to Apply

If you meet these requirements and seek a challenging position, please forward your resume and cover letter by email to *************@********.**.

No telephone calls please. No agency calls please.

We'd like to thank all applicants for their interest. Only applicants selected for an interview will be contacted.

Bulk Barn Foods Limited is an equal opportunity employer that values diversity in the workplace. In accordance with the AODA accommodation is available, if requested.

Our corporate facilities require employees to be fully vaccinated.  Exceptions will be made in accordance with the Ontario Human Rights Code.  All requests for exemptions will be validated by the Company

Apply now! network