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.