Administrative Assistant, Real Estate

Why you’ll love working here:

• high-performance, people-focused culture
• our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves
• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth
• membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security
• competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account).
• optional post-retirement health and dental benefits subsidized at 50%
• yoga classes, meditation workshops, nutritional consultations, and wellness seminars
• the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary

The Administrative Assistant, Real Estate is a key member of the Real Estate team and is primarily responsible for providing administrative support to enable the efficient and seamless operation of the department. In this role, you will assist with coordinating internal and external meetings and conferences, managing travel arrangements, preparing expense claims, facilitating the efficient sharing of information across the department, and other general administrative tasks.

What you will do:

• Work as part of an administrative team to provide shared support to the Real Estate department.
• Work closely with and provide back-up support for the Executive Assistant, Real Estate.
• Liaise with internal and external parties to coordinate meetings, calls and conferences. This includes registrations, preparing materials, booking on-site meeting rooms, organizing catering if needed, and greeting guests when applicable.
• Coordinate calendars and schedule meetings for three members of the Senior Leader Team.
• Daily entry of funding requests and distributions received including investigating discrepancies when needed.
• Prepare, format and update professional PowerPoint presentations and other meeting materials, ensuring accuracy, consistency and adherence to HOOPP standards.
• Process the team’s membership renewals and subscriptions.
• Sorting and distribution of department incoming and outgoing mail as well as preparing outgoing courier packages.
• Arrange complex travel arrangements for the team, ensuring adherence to HOOPP’s travel policy.
• Prepare expense claims for the team and process other departmental expenses as required, ensuring accuracy and adherence to HOOPP’s expense policy.
• Maintain the department's electronic filing system to facilitate the efficient sharing of information.
• Leverage AI-enabled tools (e.g. ChatGPT or Claude) and emerging technologies to improve efficiency, enhance the quality and consistency of work products, and deliver exceptional service to the Real Estate team.
• Maintain administrative documents to ensure they are kept up to date.
• Main point of contact for updating the Real Estate wiki page
• Work in close coordination with internal partners (e.g. Legal, Accounting, Treasury, Facilities) and external partners (e.g. property and asset managers, law firms) to support the needs of the Real Estate team; including working closely with the legal team to manage Real Estate’s master subsidiary list to update director and officer changes
• Help organize Real Estate events, such as LEAP and team building.
• Assist with other administrative tasks as required and proactively identify opportunities to improve administrative processes.

What you bring:

• Completion of a College education or equivalent.
• Previous experience in an administrative or team-support role within an investment management, professional or similarly fast-paced environment is preferred.
• Excellent written and oral communication skills.
• Strong attention to detail and organization skills are critical, with the ability to prioritize multiple requests in a fast-paced environment.
• Client service orientation and a “can do” attitude.
• Adaptable team player.
• Tact, discretion and sound judgement.

The actual base salary offered to the successful candidate may vary based on multiple factors including, but not limited to, individual's expertise and level of experience applicable to the role they are being offered.

HOOPP may use artificial intelligence tools to assist in screening, assessing and selecting applicants for this position. These tools support our recruitment process but do not replace human judgment and decision-making.