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Administrative Assistant II

Department Management Date Posted 8/8/2017

Position Type Full Time Reference No. 2017-6344

Job Grade C LocationWindsor Station, Montreal, QC, CAN


Build your future with Cadillac Fairview!
At Cadillac Fairview, we are so much more than our properties.  We are building leaders at all levels.  We offer the challenge of interesting work, a great organizational culture, the opportunity to collaborate with the best in the business, and support for your growth and development.  We reward values-based behavior and superior results with a competitive rewards package that includes best-in-class benefits and pension.  Cadillac Fairview is where you can make a difference, and where it all comes together. 

 

Role Summary:
To support a number of management staff in administrative tasks such as but not limited to, typing correspondence, preparing and distributing documentation and reports, answering telephones, scheduling appointments and meetings, making travel arrangements and prioritizing workload and completing on an accurate and timely basis in order to ensure management have the relevant materials required to operate their specific areas of the business.

 

You will:

  • Prepare all written documentation such as, but not limited to, correspondence, reports, statements and agreements on a timely and accurate basis by transcribing from dictated or written notes and utilizing appropriate computer software and standard formats to ensure management have all documentation needed to support their specific projects;
  • Process accounts payable, payroll and new employee information.
  • Coordinate all meetings by receiving relevant information from manager, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging for audio-visual equipment, flipcharts, refreshments etc.  in order to ensure participants have all the information and materials required for an effective and productive meeting;
  • Process all departmental mail, facsimiles and courier on a daily basis by receiving, opening, sorting and distributing incoming mail and facsimiles; ensuring all outgoing mail is properly addressed, stamped and in the mailroom on time and arranging for same-day or overnight courier as required in order to ensure the timely and accurate distribution of departmental correspondence;
  • Organize and maintain departmental filing system by ensuring all materials are securely filed on a timely and accurate basis so that documents are readily available and easily retrieved when necessary;
  • Monitor and maintain departmental office supplies by checking supply storage cabinet on a monthly basis, reviewing supply requests and ordering items which need replenishing to ensure that departmental staff have the tools and equipment to perform their duties;
  • Provide and maintain courteous, professional and efficient service to internal and external clients and business associates by responding to requests for information and redirecting inquiries beyond own scope of expertise in order to maintain good levels of customer service;
  • Receptionist duties include receiving all incoming calls and handle all party and group bookings and visitors to the company in a timely, courteous and professional manner and either assisting the caller/visitor or redirecting the call to the appropriate party in order to ensure all callers to the Company are treated promptly, professionally and courteously in keeping CF's corporate image;
  • Recommend and implement enhancements to current procedures that will improve operational effectiveness;
  • Other duties as assigned.

 

You have:

  • Grade 12 or equivalent;
  • Certificate/diploma in Office Administration an asset;
  • Minimum 3 to 5 years related work experience; with at least 2 years working in an administrative role for more that one manager;
  • Real Estate/Property management experience an asset;
  • Bookkeeping experience an asset;
  • Computer literacy and fully proficient in Microsoft Word, Excel and PowerPoint;
  • Good verbal and written communication skills (French is required in Quebec);
  • Customer service focused;
  • Team player attitude;
  • Good problem solving skills;
  • Solid organizational and prioritizing skills;
  • Ability to multi-task;
  • Comfortable interacting at all organizational levels;
  • Excellent tact and diplomacy skills;
  • Strong research and analytical skills.

 

Are you up for the challenge?  At CF, we believe our people are core to our success.  Join our award-winning team, where your talent and commitment to excellence are welcomed, valued and respected!

 

Accommodation for applicants with disabilities during the recruitment, assessment, and/or selection process is available.

 

Additional Qualifications

Education

  • Community College, Office Administration & Related is required
  • High School, General & Other Programs

Skills

  • Achieves Results, Organizational Skills
  • Committed to Customers, Customer Service
  • Communicates Effectively, Clear and Concise (oral and written communication)
  • Demonstrates Functional Expertise, Web/Software Applications
If you are looking for an exciting opportunity and to build a career in an innovative and dynamic organization, submit your resume by clicking on Apply Now below. We thank all applicants for their interest. However, only candidates selected for an interview will be contacted. The Cadillac Fairview Corporation Limited is an equal opportunity employer.