Administrative Assistant

Oxford Properties Group; Vancouver; On-site; CAD 50,000 - 70,000; Full time

Job summary

Join a leading global real estate company as an Executive Assistant in Vancouver. You will provide first-class support to senior leaders, manage office operations, and ensure a professional environment. This role combines administrative expertise with a commitment to excellence and community support.

Qualifications

• 2-3 years of similar experience required.
• Proficiency in Microsoft Office tools.

Responsibilities

• Provide executive support to senior leaders.
• Act as the first point of contact for visitors.
• Manage office supplies and budget control.

Skills

Professionalism

Strong communication skills

Resourcefulness

Proactivity

Organization

Multitasking

Education

Post-secondary education

Tools

Microsoft Office

Job description

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?

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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 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. You will handle the flow of people through the business and ensure responsibilities are completed accurately and timely.

This role also includes general office administration such as managing supplies, office equipment, meetings, and chairing the office social committee.

Responsibilities include:

• Demonstrating professionalism, supporting inclusion, ensuring confidentiality, and exemplifying the Oxford Way.
• Acting as an ambassador through phone and in-person interactions.
• Answering, screening, and forwarding inquiries, providing general information.
• Greeting visitors, determining the nature of their visit, and directing them.
• Maintaining security by following procedures and controlling access.
• Managing mail, deliveries, and courier services.
• Updating and maintaining telecommunication systems.
• Managing office supplies and budget control.
• Coordinating office and kitchen supplies.
• Providing executive support to senior leaders.
• Booking and supporting meetings and events.
• Supporting site initiatives and clerical tasks.
• Coordinating bike parking and other amenities.
• Organizing office events and entertainment activities.
• Managing tenant mailboxes and correspondence.
• Acting as a point of contact for clients and contacts.
• Handling catering needs and maintaining office manuals.
• Maintaining office equipment and vendor relationships.
• Monitoring expenditures and contracts.
• Preparing correspondence and improving services and processes.
• Processing purchase orders and supporting virtual meeting needs.
• Maintaining a clean, organized environment and petty cash.
• Supporting administrative and management team members as needed.

Qualifications:

• 2-3 years of similar experience.
• Post-secondary education preferred.
• Proficiency in Microsoft Office (Excel, Outlook, SharePoint, Word).
• Professionalism in dealing with clients and colleagues.
• Strong communication skills.
• Resourceful, proactive, organized, and capable of multitasking under pressure.

Oxford's purpose is to strengthen economies and communities through real estate. Our people-first culture reflects the communities where we work and serve. We are committed to an inclusive, barrier-free recruitment process and fostering a sense of belonging through various employee programs.