Administratative Assistant

Summary of responsibilities

The senior administrative assistant is responsible for managing the administration environment and following up on all administrative duties and tasks related to the portfolio of family owned companies/properties to ensure that all the activities of the department are running smoothly.

Duties and Responsibilities: Prepare leases, tenancy agreements, licenses and easements. Liaise with third parties (legal councils, auditors, consultants) at a high level to ensure proper follow up on all dossiers and their timely execution. Follow up with concerned parties on all tax related issues to ensure deadlines are met. Review/follow up on all third-party contract agreements. Forward legal documents to the appointed legal advisors for review and ensure proper follow up until completion of task. Review all insurance policies and ensure policies are kept updated and renewed in a timely manner Prepare customized proposals, packages, reports and presentations Liaise with service providers regarding all matters concerning maintenance, facilities, utilities Check deadlines on incoming requests and put preliminary work in play. Maintain calendar; ascertain to fix commitment deadlines and ensure their achievement Process replies on own initiative or from notes received Follow up, execute and coordinate all transactions and communications related to the company(ies) projects Prepare annual MOMs and PV for the company(ies). Maintain all company(ies) records and update them at all times. Organize all department electronic files, paper files and archives. Perform basic accounting duties as assigned and support the accounting department as needed. Perform other related missions as required. Assure discreet handling of all business Other duties as needed to ensure the efficiency of the Administration function is optimized

Skills and Qualifications

BA degree in Business Management Master degree is a plus 5 years experience in the same field. Communications Skills Accuracy Time management skills Leadership skills High Organizational skills Ability to work under pressure & tight schedules Ability to multitask Ability to maintain high level of confidentiality Proficiency in Microsoft Office