Administrative Assistant

Oxford Properties Group; Vancouver; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading global real estate company is seeking an Administrative Assistant to provide first-class support in their Vancouver office. This role involves executive support, office administration, and ensuring a welcoming environment for visitors. Ideal candidates will have strong communication and organizational skills, with a proactive approach to problem-solving.

Qualifications

• Minimum 2-3 years experience in similar roles.
• Proficient in Microsoft Office, especially Excel and Word.

Responsibilities

• Provide executive assistant support for senior leaders.
• Handle inquiries and greet office visitors.
• Manage office supplies and coordinate meetings.

Skills

Communication

Organizational Skills

Proactivity

Education

Post-secondary education

Tools

Microsoft Office

Job description

Join to apply for the Administrative Assistant role at Oxford Properties Group

Join to apply for the Administrative Assistant role at Oxford Properties Group

Choose a workplace that empowers your impact.

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.

Don’t just work anywhere — come build tomorrow together with us.

Know someone at OMERS or Oxford Properties? Great! If you're referred, have them submit your name through Workday first. Then, watch for a unique link in your email to apply.

Why join us?

This position is responsible for providing a consistent, first-class experience to all those that come in contact with the Oxford Properties Vancouver Management Office and act as Executive Assistant for senior leaders in the Vancouver office. Reporting to the Vice President of Leasing & Operations, this role will be the first point of contact for the Oxford Properties Vancouver Management Office visitors and will entail executive support to the management team.

As the main office Receptionist, you will be the first point of contact for the Vancouver Management Office and will provide executive assistant support for senior leaders in the office. You will handle the flow of people through the business and ensure that all responsibilities are completed accurately, delivered with high quality in a timely manner.

This role also includes general office administration including but not limited to supply and maintenance of weekly team food options, office equipment, scheduled and ad-hoc group meetings and chairing the office social committee.

As a member of this team, you will be responsible for:

• Demonstrating professionalism in a consistent manner that supports inclusion, ensures confidentiality, and exemplifies the Oxford Way
• Acting as an Oxford / Vancouver ambassador through phone and inter-personal interactions
• Answering, screening, and forwarding incoming phone and in-person inquiries while providing general information as needed
• Greeting all office visitors, determining the nature of their visit, and directing them accordingly
• Maintaining security of the Management Office by following procedures and controlling access
• Receiving, sending, and sorting daily mail/deliveries/couriers, and tracking usage
• Updating and maintaining telecommunication system for the office working with Oxford IT teams
• Managing order process for departmental office supplies while exercising budget control
• Coordinating and stocking office supplies, equipment, and kitchen items within the Management Office
• Providing Executive Assistant support to senior leaders of the office
• Booking of board/meeting rooms. Ensuring board/meeting room requests are met, and support the coordination of food orders, room set-up
• Collaborating with APM to support various site initiatives by accomplishing related duties as needed and assigned, including clerical tasks
• Coordinate all aspects of the enrolment and implementation of bike parking
• Organize or assist in organization of office/team wide events and involve office staff in entertainment activities
• Coordinate all aspects relating to mailboxes for tenants in the building
• Coordinate all aspects of the enrolment and implementation of bike parking
• Distribute mail & correspondence memos to the team or tenants with guidance from Supervisor, Property Administration and Property Managers
• Act as the point of contact for internal and external clients and liaise with all contacts to handle requests and queries
• Catering for all departments where required including researching additional catering needs
• Maintain the reception manual on an ongoing basis
• Maintain office equipment and inventory of supplies and develop professional vendor relationships
• Monitor office expenditures and handle all office contracts
• Prepare complex and routine letters and maintain efficient correspondence to assist office staff
• Monitor and identify strategies to improve services, systems and processes
• Perform Purchase Order coding and submit to AP for further processing including understanding the admin budget
• Support meeting and conferencing needs including but not limited to understanding all virtual systems and electronics
• Maintain a clean and organized office environment
• Petty cash custodian
• Assist administrative/accounting/management team members where necessary as assigned by the Supervisor, Property Administration & Managers
  
  

To Succeed In This Role, You Have

• Experience in similar roles, minimum 2-3 years
• A Post-secondary education is preferred
• Proficient with Microsoft Office; specifically, Excel, Outlook, sharepoint and Word
• Professionalism in dealing with customers, internal staff, contractors and visitors.
• Solid communication skills both written and verbal
• Resourceful and proactive in dealing with issues that arise
• Ability to organize, multi-task, prioritize and work under pressure
  
  

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.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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