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.

About this company
SmartCentres has helped establish some of the biggest names in North American retail in the Canadian marketplace. These companies leverage...