We are looking for an Administrative Assistant to provide support to our Design and Construction team in Corporate Office Toronto and reporting to the Senior Director, Design and Construction. This is a fixed-term agreement ending around January 2023.
This position requires a productive self-starter, capable of working with little supervision. The duties and responsibilities span a wide range of activities requiring a candidate who is flexible, co-operative, organized and receptive to challenges. In this role, the person needs to work collaboratively with internal and external stakeholders on an on-going basis.
Key Activities
Project Coordination
Assist with preparation of project area programs (Area Summary)
Manage project updates for Project Tracking Database (support transition to Birdseye)
Assist D&C Director in preparation of project reports and schedules
Organize consultant interviews; administer database of pre-qualified consultants
Manage incoming and outgoing drawings, standards; administer and archive within shared information library
Assist in consolidating design review comments, coordinate internal feedback from all stakeholders; prepare summary notes and issue to relevant stakeholders
Word and Financial Processing
Type, photocopy and distribute correspondence, reports etc., including composition of letters for routine matters
Specific word processing of : Design Briefs, Status Reports, Site Visit Reports and Reimbursable Budget
Complete expense reports
Allocate invoices (consultant, cell phone, conference calls)
Arrange Travel & Timesheets
Track yearly travel
Arrange all travel requirements, including flights, accommodation and ground transportation, detailed itineraries, meeting information, contact information, maps
General Administrative Tasks
Take initiative on day-to-day tasks and proactively manage schedules
Research information on request to facilitate response to non-routine matters
Provide telephone backup for other department administrative assistants when required
Create and maintain file system and reference library for all responsible projects
Support p roject t racking and all internal reports
Preparing and providing materials in advance of meetings, conference calls, trips
Set up for meetings, room reservations, catering
Maintain D&C database for internal and external business contacts
Ability to create professional presentations for business meetings
Competencies and Technical Skills
Strong written communication with excellent grammar and spelling skills
Well versed in finding resources from various websites
Strong interpersonal skills and positive attitude towards teamwork
Excellent telephone manner and ability to communicate with high levels of management
Ability to work effectively under pressure and handle several projects/deadlines
Great team player, but able to work independently with some degree of ambiguity
Minimum 5 years administrative work experience in architectural, engineering, design or construction industry required
Experience in advanced level Microsoft Office products - Word, Excel , Teams, PowerPoint and proficient in MS Project
Experience with Concur and Workday
All applicants must be legally eligible to work in Canada.
Four Seasons is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.