Administrative Assistant

Administrative Assistant (Property Department)

Reports To: Director of Property and Asset Management

Role Summary:
The Administrative Assistant will provide broad administrative and executive support to the Director of Property and Asset Management, contributing to the efficient functioning of the office and assisting with a range of clerical and coordination tasks. This role involves managing communication, scheduling, document preparation, and other general administrative duties, ensuring smooth day-to-day operations across the department.

Key Responsibilities:
Administrative and Executive Support:

1. Serve as the primary point of contact for incoming inquiries, answering calls and emails, and responding to or redirecting inquiries appropriately.
2. Coordinate and schedule meetings, prepare agendas, and take minutes for internal and external meetings.
3. Assist in drafting, proofreading, and sending correspondence, including emails, letters, and reports.
4. Maintain and organize files, documents, and databases, ensuring they are up-to-date and easily accessible.
5. Manage the Director’s calendar and appointments, coordinating with other stakeholders to ensure efficient time management.
6. Assist with the preparation of presentations, reports, and communications for internal and external stakeholders.
7. Support departmental financial tasks, such as processing invoices, tracking expenses, and assisting with budget preparation.

1. Liaise with internal stakeholders such as diocesan committees, clergy, parish wardens, and treasurers.
2. Coordinate with external contacts, including contractors, service providers, and government agencies, ensuring smooth communication and timely follow-ups.
3. Ensure clear and timely dissemination of information, including meeting materials and updates, to all relevant parties.

1. Help organize resources for real estate projects, including scheduling and coordinating with project managers and contractors.
2. Assist in monitoring project deadlines, ensuring tasks are completed on time and aligned with organizational goals.
3. Participate in the development and implementation of office-wide initiatives to improve workflow and administrative processes.

1. Post secondary credentials in business, administration, or a related field preferred.
2. Experience in property management or administrative support in property-related fields.
3. Familiarity with property management software and Microsoft Office Suite.

1. Strong organizational and time management skills.
2. Effective communication and interpersonal skills.
3. Ability to work well under pressure and manage multiple tasks simultaneously.
4. Detail-oriented with a strong focus on accuracy and efficiency.
5. Proactive and capable of working independently as well as part of a team.

1. This position may require occasional travel to various property sites across the diocese.
2. Bilingualism (English and French) is an asset but not mandatory.

1. Direct benefit pension
2. Health and Dental Benefits
3. Employee Assistance Program

Submitting your application
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While all applications will be gratefully received, only individuals selected for further consideration will be contacted.

Our organization is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, age, veteran status, or disability. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Please advise during the search process if you require accommodation by contacting us at hr@ottawa.anglican.ca

AI will be used to screen, assess, or select applicants for the position.