Administrative Assistant, IT Services

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We are a leading global real estate investor, developer and manager. We combine our capital with our capabilities to create real estate that strengthens economies and communities.

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We are looking for a highly motivated Administrative Assistant to join our Information Technology team in Toronto. In this role, you will support the Vice President and Oxford Technology Team on a variety of administrative tasks including but not limited to coordinating and maintaining business calendars, processing invoices, scheduling travel arrangements, compiling various deliverable documents, and assisting with general administrative needs supporting the team.

Responsibilities :

Provide confidential administrative support to senior leadersin order to allow the business leader to focus on higher level work

Meeting management which includes scheduling, preparing agendas and documenting action items at various team meetings

Managing invoices and bank payments, tracking team budget including monitoring and analyzing expenses and year end accrualsration

Managing and coordination of meetings and events including offsites and other department-wide meetings, including but not limited to booking meeting rooms / event venues, catering, technology, communication, materials and RSVP’s

Prepare reports, presentations, communications, and documents relating to matters of sensitive nature on behalf of the team by identifying required information, conducting research and utilizing appropriate sources as required

Proactively recommend enhancements to processes and issues to increase efficiencies and share best practices

Build strong relationships across the organization, including partnering with internal and external stakeholders

Prioritize conflicting needs, troubleshoot, handle matters expeditiously, proactively and follow-through on projects while being flexible in adjusting to changing work priorities

Coordinate extensive and sometimes complex domestic and international travel arrangements

Knowledge and Skills :

Minimum 4 years of administrative support level experience, preferably in a complex, international professional services work environment.

Excellent computer literacy and MS Office Suite experience, including advanced skills in PowerPoint, Excel and Word.

Experience with budgeting process including variance reporting and invoice processing

Team player and demonstrate an ability to collaborate and work with all levels of an organization and with external stakeholders.

Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment.

Take initiative to identify and improve tasks, projects or processes

Attention to detail and accuracy is extremely important in this role.

Flexible and able to adapt quickly to last-minute changes

Strong written and excellent interpersonal and communication skills are an absolute must.

High level of professionalism and discretion

Oxford's purpose is to strengthen economies and communities through real estate.

Our people-first culture is at its best when our workforce reflects the communities we live and work and the customers we proudly serve.

From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience.

This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our committee and employee recognition programs.