Administrative Assistant

We invest globally and act locally for a sustainable impact in communities

As a global real estate industry leader, our mission is to generate long-term value for our 6 million depositors in Quebec and to have a positive environmental and social impact on both the people who work for us and the businesses that call our properties home. We develop and invest in real estate assets and projects that help enhance the urban fabric of communities in the midst of renewal, and create lifestyles in tune with the changing needs of the occupants of today and tomorrow. Our vision: to invest in a way that maximizes value and sustainability as we bring human-scale developments to the world.

Ivanhoé Cambridge is:

- C$69 billion in assets in the office, retail, industrial, logistics and residential markets
- Strategic investments in a worldwide portfolio over 1,200 properties strong
- A diversified, multitalented team committed to creating spaces that bring people together to live, work and play
- Office environments designed to foster collaboration and creativity, rooted in a flexible, technology-enabled experience

Be part of the adventure

Your main responsibility is to assist the Head of Portfolio and Asset Management, APAC, and to coordinate their calendar, internal and external appointments, and local and international travel. You will also assist the Sydney team and provide support to other teams across the APAC region. This position requires the services of a high-level partner who possesses the expertise to deal with senior company executives in a fast-paced environment, who is known for their keen organizational skills, who is able to collaborate effectively with various business units and who is adept at solving problems before they escalate. You must be self-motivated, reliable and able to use the technology at their disposal to address needs and facilitate their daily work.
- Main duties include the following:_- Proactively provide high-calibre support and anticipate the needs of the Head of Portfolio and Asset Management, APAC;- Assume full control and management of their calendar: schedule appointments; manage and confirm meeting facilities and attendees; set up business lunches and dinners; coordinate travel time; etc.;- Coordinate all local, national and international travel arrangements (itineraries, visas, airline tickets, hotels, drivers, etc.);- Stay in constant communication with the Head of Portfolio and Asset Management, APAC while they are travelling abroad; see to any matters that can be settled in his absence in an appropriate manner;- Promptly and tactfully respond to enquiries from internal stakeholders, partners and senior executives;- Filter incoming calls and appointment queries, prioritizing people and situations that require their more immediate attention.- Handle confidential and sensitive information with due care and discretion;- Follow up on travel and other expenses to facilitate reconciliation operations. Upload and track reimbursement and credit requests in the Concur system;- Brief the Head of Portfolio and Asset Management, APAC on external stakeholders and topics and matters to be addressed prior to calls or meetings;- Obtain the Head of Portfolio and Asset Management, APAC signature on documents requiring their authorization;- Collaborate and assist with other assistants in APAC who support the APAC team;- Coordinate and collaborate with other executive assistants globally to foster effective communication, contribute to the execution of joint projects, etc.;- Coordinate the planning of occasional special events;- Provide the necessary administrative support, including the preparation of various documents such as presentations for senior management and various committees (slide shows, executive summaries, correspondence, memos, etc.).

Key requirements- Ten or more years of experience as an executive assistant;- Excellent written English; solid business writing skills;- Knowledge of written and spoken French is an advantage;- Proven communication skills;- Strong interpersonal skills; keen sense of tact and diplomacy;- Rigorous, detail
- and results-oriented;- Effective multitasker with excellent time management and prioritization capabilities;- Ability to perform under pressure with little or no supervision;- Proficiency in Word, Excel, Outlook and PowerPoint;- Self-motivated, outgoing, highly organized, discreet and flexible;- Team spirit and ability to work with people at all levels.

Diversity, equity and inclusion: Our main priorities

At Ivanhoé Cambridge, we are proud to champion the principles of diversity, equity and inclusion — which can be seen and felt in everything we do and everything we strive for. As a leading player in the global real estate ecosystem, we are committed to harnessing opportunities to create inclusive, community-centric spaces and forge a just, forward-looking future where our industry and our talent are supported and nurtured.

We firmly be