Administrative assistant

July 16 2021
Industries Real Estate
Categories Administrative, Clerical, Administrative assistant
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$60,4 billion in real estate assets as at December 31, 2020 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: Internal Audit

Position type: Salaried

SPECIFIC ACCOUNTABILITIES

You will responsible for working closely with and serving as a resource person for the Internal Audit (IA) team. You will coordinate IA activities and assist in preparation of various reports. You will also provide support in managing the system used by the IA team. Main duties include the following:

  • Plan, coordinate and organize the various reports prepared by the IA team in the fulfillment of its reporting duties:
    • Ensure coordination of report production and publication as required or, on a quarterly, semi-annual or annual basis for the Audit Committee and the Internal Audit team of the Caisse de dépôt et placement du Québec;
    • Create visuals, ensure consistency in formatting, and revise and proofread various reports;
    • Ensure deliverables are completed on time and oversee quality control for all reports; maintain well-documented records;
    • Review the quality of the internal audit files within the department matrix.
  • Administer and oversee the development and evolution of the various Internal audit SharePoint sites.
  • Ensure proper document management of all audit files.
  • Interact with the executives who work with the Vice President Internal Audit: provide information about files, projects, and scheduling; in the VP'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 claims system;
  • Track timesheets and ensure they are correctly entered into JDE;
  • Participate in the development, improvement, and implementation of new standards and methodologies to enhance both productivity and quality of work within the internal audit department;
  • 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 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 .

Apply now!

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