Title:  Administrative Assistant

Short Summary

The Administrative Assistant provides administrative support to the Attractions and Real Estate teams and acts as receptionist and office services coordinator for the Downsview Park office. The Administrative Assistant maintains the office environment in a professional and hospitable manner, provides professional support to all staff, supports external relationships, and hosts visitors as a key ambassador for CLC/PDP. 

Job Description

Document Preparation and Records Management 

• Assists with the preparation of procurement documents, Event Licenses, Permits and License Agreements as required. 
• Maintains a thorough working knowledge of CLC policies, guidelines, procedures, records management, and information systems.   
• Assists with coordinating, creating, preparing, editing, and proofreading all standard and non-standard documents, reports, presentations, and correspondence including materials for the Senior Management Team and Board. 
• Creates and maintains databases and filing systems, whether electronic or paper.  
• Performs role of Records Management (Content Manager) champion and liaison to fulfill the records management function related to the Downsview office files. 
• Facilitates the approval of documents in accordance with the Delegation of Authorities and maintains log tracking the approval status and distribution of documents. 

Office Administration and Support 

• Maintenance of office space for appearance and functionality, including the coordination of any maintenance and repair work that may be required, as well as maintenance of storage areas. 
• Maintains regular office supply including kitchen supplies, and places order for restocking. 
• Provides initial responses to routine public inquiries and refers such inquiries to appropriate CLC staff for further response or action.  
• Welcomes and assists guests (in person, phone, or email); engages all employees positively and assists with onboarding new hires.  
• Assists with maintaining Real Estate development / neighbourhood websites.  
• Inputs updates to executive dashboard on a monthly basis. 
• Serves as an administrative liaison between the Downsview office and administrative units (accounting, communications, human resources, IT, records, etc.) in other offices. 
• Coordinates maintenance of office equipment and electronics.  
• Provides the Downsview office with IT support and liaises with the IT department: monitors staff’s IT needs, assist staff with problem solving, assist IT department with set up in the office, etc. 
• Coordinates incoming and outgoing mail, shipping and receiving, including maintaining mailing lists as may be required. 
• Oversees park permitting processes, including stakeholder communication, preparation of agreements, collection of payments, and maintenance of event and permit schedules, while coordinating with internal teams and security regarding active permits.Provides calendar management for employees within the Downsview office. 
• Makes travel and accommodation arrangements for staff and prepares employee reimbursement and personal expense claims. 

Meeting/Event Management 

• Coordinates and manages scheduling of meetings, (conference calls, video conferences, in person), including logistics for room set up and catering.  
• Provides administrative and secretarial support (e.g., logistics, hospitality) at internal and external meetings with stakeholders, consultants, government, and the public and sets up meeting rooms as required. 
• Supports Hub operations by assisting drop-in visitors, providing tours, processing deposits and payments, coordinating required documentation (e.g., void cheques), and conducting post-event checks to ensure the space is clean and properly maintained. 
• Assists in the preparation, presentation, and follow-up for CLC public events. 

Qualifications

• Minimum high school diploma required, with a preference for post-secondary education. 
• Minimum of three (3) to five (5) years of experience in office administration required, preferably in a real estate environment. 
• Experience in client relations, and customer service required. 
• Financial training and/or education, an asset. 
• Proficiency with the use of standard office software, including Microsoft Word, Microsoft Teams, Excel, PowerPoint and Outlook. 
• Bilingualism (English/French), an asset. 

Working Conditions