Administrative Assistant
SmartCentres - Vaughan, ON

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Title: Administrative Assistant
Reports to: Vice President and Senior Counsel
Department: Legal Operations

Position Summary

Provide administrative and secretarial support to one or more people within a specific department or project team. The duties include general clerical and project-based work. The Legal Administrative Assistant is Accountable to the Vice President and Senior Counsel and/or other Legal Counsel members of the department.

Academic/Education Requirements:

· College Diploma or designation in business administration or paralegal / related field;

Required skills/Experience:

· 2-4 years office and clerical experience or equivalent;
· Must demonstrate the ability to prioritize workload;
· Excellent oral and written communication skills and must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization;
· Proficient in Microsoft Word, Project, Power Point and Excel;


The specific duties and responsibilities for this position include but are not limited to the following:

· Update all Legal Exclusive Binders (Project Plan Binders) with accurate information;
· Retrieve all Legal/Lease files for associates who need to see specific tenant files;
· Process lease deals including attaching Leasing Activity Reports, Marketing Brochures, review Legal Descriptions and ensure all legal entities are correct before they go to the Vice President for approval;
· Create new tenant files once they have been circulated to all the departments;
· Close out tenant files once notified by a Lease Administrator that the tenant has vacated;
· File original Leases, Offer to Leases and or any other documents pertaining to a tenant;
· General clerical duties including photocopying, faxing, mailing, filing and couriers;
· Provide IT in software/hardware maintenance and data backup for office computers;
· Maintain accuracy of Lease Administration portfolio and distribute to stakeholders;
· Schedule and coordinate meetings;
· Track attendance and vacation of staff and provide HR with monthly updates;
· Prepare and submit expense reports for all associates in the department;
· Maintain and organize Legal Library;
· On a monthly basis track on behalf of VP and Senior Counsel time spent on legal work completed for specific properties;
· Arrange travel reservations and seminar registrations for Legal Counsel;

Other Duties and Responsibilities:
· Assist with company functions as required;
· Provide reception relief from time to time as requested;
· Participate in ad-hoc projects as directed from VP and Senior Counsel;
· Perform various personal administrative tasks for VP and Senior Counsel;

The Administrative Assistant must be client focused, advocate and communicate a positive image of the company, both internally and externally. The Administrative Assistant shall take accountability for decisions made and conduct oneself in a respectful and ethical manner in representing the company’s interests. The Administrative Assistant shall demonstrate entrepreneurialism and behave like an “owner” in carrying out daily tasks and responsibilities; demonstrating creativity and resourcefulness in achieving desired results. Administrative Assistant is expected to be a team player and work effectively with colleagues and associates in terms of input, sharing of ideas and working to achieve common goal.

Indeed - 2 years ago - save job
About this company
SmartCentres has helped establish some of the biggest names in North American retail in the Canadian marketplace. These companies leverage...