Title:  Administrative Assistant

Short Summary

The Administrative Assistant provides administrative and program support to the staff in the regional office, and acts as receptionist as well as office coordinator.  The Administrative Assistant maintains the office environment in a professional and hospitable manner, providing professional support to all staff while supporting external relationships, and hosting visitors as an ambassador for CLC.

Job Description

• Coordinates, schedules and organizes meetings and conferences with CLC employees, all levels of government, clients, consultants and other third parties; Sets up boardroom, when required.
• Under the supervision of appropriate CLC staff, provides administrative and secretarial support (e.g., logistics, hospitality) at internal and external meetings with stakeholders, consultants, government, and the public.
• Provides calendar management for Real Estate employees within the regional office, if requested.
• Types and/or formats correspondence, briefings, and presentations, including Senior Management Team (SMT) Reports and Board Submissions.  
• Supports the preparation of regional and corporate reports, including assisting with the Corporate Plan and assembly of annual budget binders.
• Makes travel and accommodation arrangements for staff and prepares employee reimbursement and personal expense claims.
• Serves as administrative liaison between the regional office and administrative units (accounting, communications, human resources, IT, records, etc.) in other Company offices.
• Assists with various corporate communications and public relations functions.
• Verifies overhead expenses, prepares payment vouchers, balances overhead costs at month end and investigates queries on outstanding invoices.
• Coordinates incoming and outgoing mail, shipping and receiving.

Qualifications

• Minimum high school diploma required, with a preference for post-secondary education.
• Minimum of one to three years of experience in an office administration role required.
• Experience in client relations and customer service required.
• Professional training in, and proficiency with the use of, standard office software, including Microsoft Word, Excel, Powerpoint, Outlook and Team, and Adobe (including Adobe Sign), is required.
• Proficiency with the use of other virtual meeting platforms (i.e. Zoom, Skype, Google Meet/Hangouts), considered an asset.
• Experience in administration for land development or real estate projects, considered an asset.
• Financial training and/or education, considered an asset. 
• Bilingualism (English/French), considered an asset.