We seek applicants to fill the position of Administrative Assistant, 1000 De la Gauchetière, whose main responsibilities consist to:

• Perform general secretarial duties: draft and revise documents, manage correspondence, file papers, make photocopies, send faxes, produce reports, open and follow up on files, prepare minutes, etc.;
• Receive, screen and transfer telephone calls and correspondence;
• Keep track of her superior's outside appointments and coordinate scheduling;
• Ensure that the superior has reviewed documents before they are filed or distributed;
• Obtain the necessary signatures on documents from all parties concerned;
• Follow up on letter of credit renewals;
• Ensure that company managers receive their tickets to events (hockey, tennis, football, luncheon events, etc.) and follow up on the assignment of daycare spaces at Le 1000 Pattes;
• Prepare timesheet reports and vacation schedules for the department;
• Provide logistics support for all meetings called by departmental team members, prepare meeting notifications and agendas, and record and produce the minutes for monthly property managers' meetings, departmental meetings and management committee meetings;
• Prepare expense reports for her superior and reports pertaining to departmental expense accounts;
• Update the database of tenants in the electronic directory and produce various tenant contact lists (administrative, management, office, and retail outlet contacts);
• Prepare and send notices to tenants concerning holidays, repairs and activities in the building and see that these are also displayed on the multimedia screens;
• Prepare brochures to welcome new tenants;

Jobillico - 9 months ago