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About the Role
The Administrative Assistant, Real Estate is a key member of the Real Estate team, responsible for providing administrative support to ensure the efficient and seamless operation of the department. This role involves coordinating meetings, managing travel, preparing expenses, facilitating information sharing, and performing other general administrative tasks.
Responsibilities
- Work as part of an administrative team to provide shared support to the Real Estate department.
- Work closely with and provide back-up support for the Executive Assistant, Real Estate.
- Liaise with internal and external parties to coordinate meetings, calls and conferences, including registrations, preparing materials, booking rooms, organizing catering, and greeting guests.
- Coordinate calendars and schedule meetings for three members of the Senior Leader Team.
- Daily entry of funding requests and distributions, investigating discrepancies when needed.
- Prepare, format and update professional PowerPoint presentations and other meeting materials, ensuring accuracy, consistency and adherence to HOOPP standards.
- Process the team’s membership renewals and subscriptions.
- Sort and distribute department incoming and outgoing mail, and prepare outgoing courier packages.
- Arrange complex travel arrangements for the team, ensuring adherence to HOOPP’s travel policy.
- Prepare expense claims for the team and process other departmental expenses, ensuring accuracy and adherence to HOOPP’s expense policy.
- Maintain the department's electronic filing system to facilitate efficient information sharing.
- Leverage AI-enabled tools (e.g. ChatGPT or Claude) and emerging technologies to improve efficiency, enhance work product quality and consistency, and deliver exceptional service.
- Maintain administrative documents to ensure they are kept up to date.
- Act as the main point of contact for updating the Real Estate wiki page.
- Work in close coordination with internal and external partners to support the needs of the Real Estate team, including managing the Real Estate master subsidiary list with the legal team.
- Help organize Real Estate events, such as LEAP and team building.
- Assist with other administrative tasks as required and proactively identify opportunities to improve administrative processes.
Requirements
- Completion of a College education or equivalent.
- Previous experience in an administrative or team-support role within an investment management, professional or similarly fast-paced environment is preferred.
- Excellent written and oral communication skills.
- Strong attention to detail and organization skills.
- Ability to prioritize multiple requests in a fast-paced environment.
- Client service orientation and a “can do” attitude.
- Adaptable team player.
- Tact, discretion and sound judgement.
Skills
- AI-enabled tools (e.g. ChatGPT or Claude)
- Microsoft PowerPoint
Location
- Onsite
Work Type
- Full-time
Experience Level
- Preferred experience in an administrative or team-support role within an investment management, professional or similarly fast-paced environment.
Education Level
- College education or equivalent
Salary/Compensations
- $58,000 - $91,000 CAD
Benefits
- High-performance, people-focused culture
- Commitment to equity, diversity, and inclusion
- Learning and development initiatives (workshops, Speaker Series, LinkedIn Learning)
- Membership in HOOPP’s world class defined benefit pension plan
- Competitive, 100% company-paid extended health and dental benefits for permanent employees
- Coverage supporting diversity and mental health (gender affirmation, fertility, drug treatment, psychological support up to $2,500/year)
- Parental leave top-up
- Health spending account
- Optional post-retirement health and dental benefits subsidized at 50%
- Yoga classes
- Meditation workshops
- Nutritional consultations
- Wellness seminars
About the Company
- HOOPP is dedicated to making a difference and helping take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers.
Equal Opportunity
- HOOPP may use artificial intelligence tools to assist in screening, assessing and selecting applicants for this position. These tools support our recruitment process but do not replace human judgment and decision-making.