Administrative Assistant

Ivanhoe Cambridge - Montréal, QC (10 months ago)

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Ivanhoé Cambridge develops and invests in high-quality real estate properties, projects and companies that are shaping the urban fabric in dynamic cities around the world. It does so responsibly, with a view to generate long-term performance. Ivanhoé Cambridge is committed to creating living spaces that foster the well-being of people and communities, while reducing its environmental footprint.

Vertically integrated in Canada, Ivanhoé Cambridge invests internationally alongside strategic partners and major real estate funds that are leaders in their markets. Through subsidiaries and partnerships, the Company holds interests in more than 1,000 buildings, primarily in the industrial and logistics, office, residential and retail sectors. Ivanhoé Cambridge held close to C$65 billion in real estate assets as at December 31, 2018 and is a real estate subsidiary of the Caisse de dépôt et placement du Québec (, one of Canada's leading institutional fund managers. For more information:

Department : Legal Affairs - Corporate

Position type : Salaried

Specific accountabilities

The incumbent’s main responsibility is to help the senior directors and departmental team members by providing the necessary administrative support for their activities. Main duties include the following:

Work with the Corporate Secretary’s team to organize board and committee meetings, handling meeting logistics, invitations, agendas, meeting files (in electronic and paper format), tracking tables, assembly of documents, etc.;
Help draft and revise meeting minutes;
Prepare a variety of documents, including PowerPoint presentations, executive summaries, policies, litigation reports, correspondence and memos;
Provide the necessary administrative support, including organizing internal meetings and training sessions;
Regularly update the electronic file directory;
Coordinate team member time sheets, make travel arrangements, track continuing education files for the Barreau, prepare and process expense accounts, electronically file documentation;
Ensure quality control (spelling, layout, etc.) of the documents produced, in accordance with current standards and procedures;
Code and digitize invoices from suppliers, processing them for payment using P2P;
Replace the Coordinator, Corporate Secretarial as needed;
Liaise with departmental team members and members of other departments and business units, as needed;
Carry out any other task assigned by an immediate supervisor or required as part of the job.

Key requirements
College diploma in secretarial studies or office technology;
Eight to ten years of experience in a secretarial role;
Experience in the legal field, an asset;
Fluency in written and spoken French and English with excellent business writing skills;
Proficiency in Microsoft Office suite (Word and Excel) as well as Office 365;
Experience with the Diligent Board Books tool, an asset;
Talent for organization and prioritization, sense of initiative, discipline and attention to detail;
Outgoing team player with strong interpersonal skills;
Ability to perform under pressure with tight deadlines.

If you are interested in this challenge, please submit your resume.

You have everything to gain!

When you join the Ivanhoé Cambridge team, you are eligible for employment benefits and a pension plan that are among the best in the industry. Our many health and wellness programs encourage you to balance your work and personal lives and fulfil your desire for social involvement, while maintaining a healthy lifestyle. At Ivanhoé Cambridge, you will have many opportunities to develop your skills and thrive professionally, in Canada or elsewhere in the world. Our initiatives aimed at creating an exceptional working environment that inspires our employees to give the best of themselves elevated Ivanhoé Cambridge into the ranks of 100 Top Employers in Canada.