Executive Assistant

December 2 2019
Industries Real Estate
Categories Administrative, Clerical, Executive 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.

Vertically integrated in Canada, 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$65 billion in real estate assets as at December 31, 2018 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: Office of the CIIO

Position type: Salaried

Specific accountabilities

The incumbent will mainly support the Chief Investment and Innovation Officer, and will work to coordinate his schedule, internal and external meetings as well as local and international travels. The Chief Investment and Innovation Officer requires the services of a partner of excellence who knows how to deal with management in a fast-paced environment with great organizational skill, who knows how to collaborate with various teams and who is a proactive problem solver. The successful candidate will also assist the Executive Vice President, Investments, the Senior Vice President, Innovation and the Vice President, Corporate Social Responsibility while collaborating with the administrative support team of the President Office . Main duties will include:

  • Complete handling and management of the calendars: planning, integration of official meetings from the corporate calendar and external committees, confirmation and management of meeting spaces and relevant participants, lunch and business dinners, travel time and other;
  • Coordinate all local, national and international travel logistics (itinerary, visas, planes, hotels, transfer confirmation, car rental, etc.);
  • Participate in the occasional coordination of events (panels, conferences, etc.) for the people supported;
  • Answer promptly and tactfully to the various requests from stakeholders (our internal teams, shareholders, partners, etc.);
  • Manage calls and meeting requests and give priority to the people and situation that require the attention of the Chief Investment and Innovation Officer or the people supported.  Treat sensitive and confidential information with due discretion;
  • Carry out the various administrative tasks related to internal management in accordance with established processes (such as expense reports, billing validation tracking, etc.);
  • Make sure to make the connections between the different files handled by the team members and collaborate on the production and updating of files, presentations, spreadsheets and reports of different natures according to the needs;
  • Ensure that you obtain the required signatures in the various approval processes that require them;
  • Use, and promote the use of technological tools (Office 365, SharePoint and other solutions) as well as the various databases available at IC to obtain the information necessary for the management of various files;
  • Perform any other related duties assigned by the immediate supervisor or required as part of the job.

Key requirements

  • College diploma (DEC) in secretarial studies or office technologies;
  • Minimum of 5 to 10 years of experience as an executive secretary;
  • Perfect bilingualism is required. Excellent oral and written French and English;
  • Advanced knowledge of Word, Excel, Outlook and PowerPoint;
  • Excellent interpersonal abilities, tactful and diplomatic;
  • Ability to process multiple files simultaneously, manage time and set priorities;
  • Great ability to work under pressure and independently;
  • Dynamism, interpersonal skills, sense of organization, autonomy, discretion, flexibility;
  • Team spirit and strong desire to serve as a resource person for the team.

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.

Apply now!

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