Senior Administrative Assistant, Real Estate Investments

Public Sector Pension Investment Board • Montreal, QC

7d • Hybrid

About The Position

As a Senior Administrative Assistant, Real Estate Investments, you will perform all administrative duties for the Managing Directors you will be assigned to and in support to the Real Estate Investments team as maybe required. This includes calendar management, planning of agendas, meetings, appointments and conferences, and electronic filing. You will also schedule and manage complex travel arrangements for the Real Estate Investments team in accordance with internal policies, respecting itineraries or other duties related to supporting professionals who travel. Additionally, you will coordinate meetings and videoconference calls with internal / external stakeholders and circulate required documents, prepare expense reports for Managing Directors in a timely manner and assist other team members with finalization / validation of reports as required. You will maintain the Managing Director’s contact database ensuring contact lists are updated regularly, ensuring contacts are entered in CRM (Deal Cloud) and inputting data, prompting MDs to maintain regular usage. You will proactively develop an internal network to assist with and be resourceful for progress and delivery on matters arising with a good level of autonomy, create and maintain filing systems, and demonstrate an ability to understand relevant corporate policies and ensure appropriate application. You will ensure that requests for action or information are relayed to the appropriate persons within the team, lead event planning for the Montreal Real Estate Investments Team, assist team members’ ad hoc requests to help facilitate them, and cover for the other Administrative Assistants during vacation periods.

Requirements

• A minimum of five (5) years related experience in a similar position, preferably in a financial or professional environment
• Advanced knowledge of Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams (Live Meetings), OneDrive) and other department specific systems.
• Strong communication skills, both written and spoken
• Experience in proof reading and editing
• Excellent client service approach and ability to respond in a timely and positive manner to unexpected requests
• Ability to identify, analyze and solve problems and to escalate appropriately with a solution-oriented approach
• Aptitude for processing detailed information with great accuracy and attention to detail by using specific approaches and tools for checking outputs
• Ability to prioritize and multitask multiple concurrent tasks to support the Managing Director and team members
• Good capacity in learning new technologies to become proficient with day-to-day systems to perform assigned tasks
• Bilingualism: English and French (frequent interactions in English with PSP employees based in our offices in Hong Kong, London and New York, and interactions in French with employees in our local offices in Montreal and Ottawa)

Nice To Haves

• Bachelor’s degree, an asset
• Experience with Concur, and travel agency providers, an asset

Responsibilities

• Perform all administrative duties for the Managing Directors you will be assigned to and in support to the Real Estate Investments team as maybe required, including for example, calendar management, the planning of agendas, meetings, appointments and conferences and electronic filing
• Schedule and manage complex travel arrangements for the Real Estate Investments team in accordance with internal policies, respecting itineraries or other duties related to supporting professionals who travel
• Coordinate meetings and videoconference calls with internal / external stakeholders and circulate required documents
• Prepare expense reports for Managing Directors in a timely manner and assist other team members with finalization / validation of reports as required
• Maintain Managing Director’s contact database ensuring contact lists are updated regularly
• Ensuring contacts are entered in CRM (Deal Cloud) and inputting data, prompting MDs to maintain regular usage
• Proactively develop an internal network to assist with and be resourceful for progress and delivery on matters arising with a good level of autonomy
• Create and maintain filing systems
• Demonstrate an ability to understand relevant corporate policies and ensure appropriate application
• Ensure that requests for action or information are relayed to the appropriate persons within the team
• Lead event planning for the Montreal Real Estate Investments Team
• Assist team members’ ad hoc requests to help facilitate them
• Cover for the other Administrative Assistants during vacation periods

Benefits

• Investment in career development
• Comprehensive group insurance plans
• Competitive pension plans
• Unlimited access to virtual healthcare services and wellness programs
• Gender-inclusive paid family leave policy: up to 26 weeks for primary caregivers, 5 weeks for secondary caregivers
• A personalized family-building support, from pre-pregnancy to menopause, with available financial assistance
• Vacation days available on day one with additional days on milestone service anniversaries, and summer Friday afternoons off
• A hybrid work model with a mix of in-office and remote days

What This Job Offers

• Job Type: Full-time
• Career Level: Senior