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Administrative Assistant, Legal Affairs, Toronto (12-month contract)

February 26 2021
Industries Real Estate
Categories Legal, Paralegal, Administrative, Clerical, Professionals, Support staff, Administrative assistant, Executive Assistant, Administrative, Clerical, Legal, Paralegal
Montreal, QC

Ivanhoé Cambridge develops and invests in high-quality real estate properties, projects and companies that are shaping the urban fabric in dynamic cities around the world. It does so responsibly, with a view to generate long-term performance. Ivanhoé Cambridge is committed to creating living spaces that foster the well-being of people and communities, while reducing its environmental footprint.

Ivanhoé Cambridge invests internationally alongside strategic partners and major real estate funds that are leaders in their markets. Through subsidiaries and partnerships, the Company holds interests in more than 1,000 buildings, primarily in the industrial and logistics, office, residential and retail sectors. Ivanhoé Cambridge held close to C$64 billion in real estate assets as at December 31, 2019 and 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 : Legal Affairs, Operations

Position type : Contractual

Specific accountabilities

You will be responsible for supporting one Senior Director and one Senior or Legal Counsel.

Primary administrative duties:

  • Handles sensitive information in a confidential and professional manner;
  • Calendar Management: schedules appointments, arranges meetings and makes travel arrangements;
  • Answers, screens and coordinates the handling of correspondence/calls and inquiries internally and externally;
  • Receives and processes invoices; Review, code and process all invoices (legal fees, suppliers, memberships, etc.) through Basware as well as coordinate with third party property manager in the US to process US legal fees invoices;
  • Processes expenses and receipts;
  • Coordinates administrative functions and systems with other team members;
  • Opens, distributes and prepares mail/courier packages;
  • Receives and re-distributes Statements of Claim / Defence;
  • Prepares and distributes internal memos;
  • Organizes and maintains files; document management including scanning and processing for signature;
  • Coordinates registrations for conferences and seminars;
  • Renews subscriptions and memberships;
  • Prepares and submits bi-weekly Payroll timesheets;
  • Maintains Legal Affairs vacation schedule;
  • Prepares checklist for arrival of new employees;
  • Organizes department events, special occasion tributes for employees and clients;
  • Drafts/edits letters and various legal documents upon request with direction;
  • Attends various meetings as required by manager and take minutes;
  • Prepares PowerPoints and materials for manager's presentations and speaking engagements from time to time;
  • Maintains knowledge of current affairs as well as company policies and procedures.

Key requirements

  • Post secondary diploma or 8-10 years senior administrative experience, in a corporate environment working with senior or executive management;
  • Bilingualism (English/French);
  • Solid organizational, interpersonal and communication skills;
  • Flexible and strong work ethic with the ability to work under pressure in a fast-paced environment;
  • Ability to multi-task while being detail oriented and focused;
  • Ability to work well in a team environment with excellent service orientation and anticipate needs;
  • Ability to demonstrate a high level of discretion;
  • High level of professionalism including demonstrated ability to deal with highly sensitive and confidential information and communicate with senior and executive management;
  • Technologically savvy including highly proficient in Microsoft Office Applications, working knowledge of JD Edwards;
  • Exposure to Concur and Basware (Purchase to pay and e-invoicing software) would be an asset;
  • Maintain knowledge of current affairs and company policies and procedures;
  • Driven, ambitious and engaged professional.

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 100 Top Employers in Canada.

Ivanhoé Cambridge's commitment to diversity and inclusion spans the breadth of its operations. Accommodations are available upon request for candidates taking part in all aspects of the selection process. We take pride in creating a working environment where everyone is set up for success. Please advise us of any accommodations needed to ensure you have access to a fair and equitable process. Any information received relating to accommodation will be addressed confidentially .

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