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Administrative Assistant, Integrated Risk Management

August 29 2017
Industries Real Estate
Categories Administrative assistant
Montreal, QC

Description

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: Integrated Risk Management

Position type: Salaried

Specific accountabilities

The incumbent is responsible for working closely with, and serving as a resource person for, the Integrated Risk Management (IRM) and Internal Audit (IA) teams. He or she coordinates IRM and IA activities and assists in preparation of various reports. He or she also provides support in managing the databases used by the IRM team. Main duties include the following:

  • Plan, coordinate and organize the various reports prepared by the IRM and IA teams in the fulfillment of their reporting duties:

  • Ensure coordination of reports production and publication as required (e.g., risk memorandums), or on a quarterly (e.g., quarterly activity report), semi-annual (e.g., risk review) or annual (e.g., corporate risk report, review of activities) basis with investment, portfolio management teams, as well as risk management and internal audit teams of the Caisse de dépôt et placement du Québec;

  • Create visuals, ensure consistency in the format, revise and proofread various reports;
  • Ensure deliverables are completed on time and oversee quality control for all reports; maintain well-documented records on the sources of information used in IRM analyses;
  • Review the quality of the internal audit files within the department matrix.
  • Administer and oversee the development and evolution of the various SharePoint sites of IRM and internal audit, as well as the links to the department directories;
  • Carry out the physical and electronic files used in risk analysis and audit operations;
  • Interact with the executives who work with the Senior Vice President and Chief Risk Officer and the Vice President, Internal Audit: provide information about files, projects and scheduling; in the SVP/CRO's absence, deal with matters that can be handled in an appropriate manner;
  • Send meeting notifications, prepare agendas in conjunction with others, assemble the required documentation and forward to the parties concerned; take part in team meetings, prepare minutes and do the required follow-up;
  • Ensure that invoices are paid in a timely manner, do the monthly follow-up of budgets and prepare monthly variance analyses for the department's cost centres;
  • Book travel arrangements, prepare reimbursement claims and expense accounts, and obtain the necessary authorizations; Serve as an expert in the use of the expense claim system;
  • Assurer le suivi des feuillets d'assiduité ainsi que l'entrée dans JDE;
  • Participer à l'élaboration, à l'amélioration et à la mise en place de nouvelles normes et méthodes de travail permettant d'augmenter la productivité et la qualité du travail et d'optimiser les activités de l'audit interne;
  • Serve as a resource person for various administrative matters.

Key requirements

  • College or vocational diploma in secretarial studies;
  • Five or more years of relevant experience;
  • Excellent command of written and spoken French and English; excellent writing and editing skills;
  • Proficiency in Word, Excel, Outlook and PowerPoint;
  • Good understanding of and willingness to learn SharePoint in greater depth;
  • Aptitude for and keen interest in working with numbers; ability to perform under pressure and handle tight deadlines;
  • Meticulous, thorough, discreet, proactive, self-motivated, highly organized;
  • Able to adapt to change and thrive in a fast-paced work environment;
  • Team player committed to making an active contribution.

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.

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