Job Req ID:  1526

Title:  Administrative Assistant

Company: Canada Lands  
70 Canuck Ave Toronto ON
Employment Status: Employee (Full-Time)


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

The Administrative Assistant in the Downsview office is responsible for the following tasks

  • Coordination and support for various activities including general office administration, procurement, meeting and event planning, and contract administration.
  • Supports public engagement in the team’s work including public use of the Downsview Community Hub and education and events programs.
  • Special projects as assigned by the Director, Property Management and other Downsview Park staff, and other duties and accountabilities as required.

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 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.
  • 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 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.
  • Assists in the preparation, presentation, and follow-up for CLC public events.


  • 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

Able to work under pressure to meet tight deadlines, conflicting demands, frequent interruptions, and heavy work loads.
Interacts with employees and management


Canada Lands Company is a self-financing, federal Crown corporation that specializes in real estate, development and attractions management. The company’s goal in all it does is to produce the best possible benefit for Canadian communities and the Government of Canada. Canada Lands Company works to achieve its mandate with industry leading expertise; the company prides itself on its consultation based approach to pursuing community-oriented goals, environmental stewardship and heritage commemoration with all its projects across Canada.

The company’s activities ensure that former government properties are redeveloped or managed in accordance with their highest and best use, and that they are harmoniously reintegrated into local communities. Our goal is to help transform surplus parcels and reshape them to meet the needs of Canadians with inspiring and sustainable new neighbourhoods in which they can live, work and play.


Canada Lands Company CLC Limited is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Canada Lands Company is proud to provide employment accommodation during the recruitment, selection and/or assessment processes. Should you require an accommodation, please inform us as soon as possible and we will work with you to meet your accessibility needs.