Administrative assistant

January 23 2023
Expected expiry date: February 21 2023
Industries Real Estate
Categories Administrative assistant,
Remote
Montreal, QC • Full time

We invest globally and act locally for a sustainable impact in communities

As a global real estate industry leader, our mission is to generate long-term value for our 6 million depositors in Quebec and to have a positive environmental and social impact on both the people who work for us and the businesses that call our properties home. We develop and invest in real estate assets and projects that help enhance the urban fabric of communities in the midst of renewal, and create lifestyles in tune with the changing needs of the occupants of today and tomorrow. Our vision: to invest in a way that maximizes value and sustainability as we bring human-scale developments to the world.

Ivanhoé Cambridge is:

  • A real estate subsidiary of Caisse de dépôt et placement du Québec , a global investment group ( cdpq.com )
  • C$69 billion in assets in the office, retail, industrial, logistics and residential markets
  • Strategic investments in a worldwide portfolio over 1,200 properties strong
  • diversified, multitalented team committed to creating spaces that bring people together to live, work and play
  • Office environments designed to foster collaboration and creativity, rooted in a flexible, technology-enabled experience

Digitally connected, sustainable and state-of-the-art: A workspace that meets your expectations

  • New work spaces that make teamwork easier than ever and spark creativity at every turn
  • The flexibility and technological tools you need to take your performance to new heights
  • A barista, snacks and special theme meals, employee lounges and outdoor patios, complete with therapeutic lights to keep you at the top of your game
  • Tuition and professional development fees reimbursed to empower your career advancement
  • Time to devote to charitable endeavours so you can leave your personal mark on the communities where we work and invest
  • A stimulating, supportive and inclusive environment where your health, safety and well-being are our top priorities

Service  : Chief of Canada

Department  : Salaried

Pursue an exciting career in an industry in the midst of transformation !

Your main responsibility is to assist the Head of Investments for Canada, including shopping centrers,   and to coordinate their calendar, internal and external appointments, and local and international travel. This position requires the services of a high-level partner who possesses the expertise to deal with senior company executives in a fast-paced environment, who is known for their keen organizational skills, who is able to collaborate effectively with various business units and who is adept at solving problems before they escalate. You must be self-motivated, reliable and able to use the technology at their disposal to address needs and facilitate their daily work.

Main duties include the following:

  • Proactively provide high-calibre support and anticipate the needs of the investment  management team in Canada;
  • Assume full control and management of their calendar: schedule appointments; manage and confirm meeting facilities and attendees; set up business lunches and dinners; coordinate travel time; etc;
  • Add all official meetings in the corporate calendar to management team's   calendar, as well as all meetings of committees on which the  management  serves;
  • Coordinate all local, national and international travel arrangements (itineraries, visas, airline tickets, hotels, drivers, etc.);
  • Stay in constant communication with the  executives  while they are travelling abroad; see to any matters that can be settled in his absence in an appropriate manner;
  • Promptly and tactfully respond to enquiries from internal stakeholders, partners and senior executives;
  • Filter incoming calls and appointment queries, prioritizing people and situations that require their more immediate attention;
  • Handle confidential and sensitive information with due care and discretion;
  • Follow up on travel and other expenses to facilitate reconciliation operations. Upload and track reimbursement and credit requests in the system;
  • Obtain the  executive   signature on documents requiring their authorization;
  • Lead, collaborate and assist with other assistants who support the management team;
  • Coordinate and collaborate with other executive assistants globally to foster effective communication, contribute to the execution of joint projects, etc.;
  • Coordinate the planning of occasional special events;
  • Provide the necessary administrative support, including the preparation of various documents such as presentations for senior management and various committees (slide shows, executive summaries, correspondence, memos, etc.).

The key to success !

  • Five or more years of experience as an executive assistant;
  • Excellent written English; solid business writing skills;
  • Knowledge of written and spoken French is an advantage;
  • Proven communication skills;
  • Strong interpersonal skills; keen sense of tact and diplomacy;
  • Rigorous and detail- and results-oriented;
  • Effective multitasker with excellent time management and prioritization capabilities;
  • Ability to perform under pressure with little or no supervision;
  • Proficiency in Word, Excel, Outlook and PowerPoint;
  • Self-motivated, outgoing, highly organized, discreet and flexible;
  • Team spirit and ability to work with people at all levels.

You're in the right place!

Our people are the heart of our organization. Come be part of our team and enjoy the perks of a flexible schedule, remote work arrangements, and flex days in addition to annual vacation leave — all to help you balance your personal and work obligations, have time to get involved in your community and maintain a healthy lifestyle. You will also be entitled to a comprehensive array of healthcare benefits and take advantage of a myriad of opportunities to grow and learn.


Diversity, equity and inclusion: Our main priorities

At Ivanhoé Cambridge, we are proud to champion the principles of diversity, equity and inclusion — which can be seen and felt in everything we do and everything we strive for. As a leading player in the global real estate ecosystem, we are committed to harnessing opportunities to create inclusive, community-centric spaces and forge a just, forward-looking future where our industry and our talent are supported and nurtured.

We firmly believe that diversity, equity and inclusion are the forces propelling innovation. In order to ensure we can have a positive impact on the communities where we live and work and where our investments are based, we are dedicated to creating a stimulating environment where everyone can aspire to and achieve excellence. Ask us about any accommodations you might require to ensure the recruiting process is a fair and equitable process for all. Note that any such accommodations will be treated with the utmost confidentiality.

Our Talent Acquisition Specialist is here to listen. - Jennifer Bourdua

Apply now!

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