Administrative Assistant

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Join a global workplace where employees thrive. One that embraces diversity of thought, expertise and passion. A place where you can personalize your employee journey to be — and deliver — your best.

We are a leading global real estate investor, developer and manager. We combine our capital with our capabilities to create real estate that strengthens economies and communities. By prioritizing people, partnerships and places, we generate meaningful returns for OMERS members, enhance value for our capital partners and create a brighter world for our customers.

Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work.

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Oxford is hiring an Administrative Coordinator located in our Toronto office to support our Operational Excellence and Sustainability (OE&S) team within the Canadian division. This role will report to the Vice-President and will be primarily responsible for providing coordinator and administrative support to the various streams of OE&S, including (1) operational programs (health and safety, security & EM, building operations), (2) sustainability, and (3) property analytics and insights.

The successful candidate will be responsible for the following:

1. Serve as the main point of contact for inquiries about meetings, scheduling, communications, and information requests.
2. Project support in areas such as health and safety compliance, sustainability data and reporting processes and security and emergency management site coordination.
3. Manage, coordinate and maintain calendars and mailboxes, schedule appointments and meetings, including coordinating travel arrangements.
4. Assist in preparing presentations, documents, letters and process expense reports, invoice approvals, professional registrations, and any other delegated processes.
5. Assist with onboarding new team members, including setting up technology and sharing relevant resources.
6. Coordinate and support the execution of internal engagement activities, including team-building events and recognitions.
7. Proactively resolve any issues in a professional and calm manner.
8. Deal with confidential and sensitive issues requiring a high level of discretion and professionalism.
9. Plan and coordinate logistics for onsite and offsite meetings, special functions and events including location, catering, technology, communication, materials and RSVPs.
10. General office duties as requested by the team, including ordering catering, mail distribution, etc.
11. Manage a variety of key projects and initiatives and other tasks as required.

To succeed in this role, you will have:

1. Post-secondary education (college or university) and a minimum of 5 years’ experience in a professional environment providing coordinator support across diverse teams.
2. Experience with projects and familiarity with support and coordination for operational programs such as health and safety, security, sustainability reporting and liaising between corporate and regional site teams.
3. Team player and demonstrate an ability to collaborate and work with all levels of an organization and with external stakeholders.
4. Strong written and excellent interpersonal and communication skills, with key attention to detail and accuracy.
5. Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment.
6. Excellent computer literacy and MS Office Suite experience, including advanced skills in PowerPoint, Excel, and Word.
7. Proactively seek out process improvements.
8. Demonstrated flexibility and ability to adapt quickly to last-minute changes and demonstrate resiliency.
9. Display high level of professionalism and discretion and are able to quickly establish and maintain relationships with the team, the companies we support and multiple external stakeholders.

Oxford's purpose is to strengthen economies and communities through real estate.

Our people-first culture is at its best when our workforce reflects the communities where we live and work — and the customers we proudly serve.

From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs.

We are passionate about inclusion and advocate for I&D across our network of employees, members and partners.

We are proud of our commitment to developing a best in class approach to complete wellness for our employees and members.

Growth & Development

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