Administrative Assistant

at  rennie

EDUCATION AND EXPERIENCE

• Minimum of 3 - 5 years’ experience in an office administrative role supporting multiple people or teams
• A high school diploma

DESIRED KNOWLEDGE, SKILLS AND ABILITIES

• Strong knowledge of local real estate market is considered an asset
• Collaborative, creative, flexible, and innovative team player team player with an ability to work effectively with peers, senior leaders, and key stakeholders
• Exceptional communication and presentation skills, always maintains composure and an action-oriented attitude
• Excellent problem-solving, and analytical skills with good judgment to make timely and sound decisions
• High attention to detail and an ability to maintain a high level of professionalism in dealing with confidential and sensitive issues
• Demonstrates a high sense of proactivity and urgency in responding to executive requests, or those of other leaders
• Exceptional administrative and organizational skills with the ability to manage priorities and workflow
• Ability to complete complex office administrative work requiring the use of independent judgment and initiative
• Passion for providing excellent client service
• Excellent computer skills; proficiency with Microsoft Office Suite and Google Suite
• Advanced Excel skills with the ability to analyze data sets

WHAT YOU’LL DO

As the Administrative Assistant, you play a vital role in supporting the senior leaders of various teams at rennie. Your role is dynamic and multifaceted, requiring a balance of responsiveness and foresight. You’ll thrive in our fast-paced environment by: anticipating needs before they arise, adapting swiftly to changing priorities, and thinking critically to solve problems. Your attentive and thoughtful service-first approach will be instrumental in streamlining operations and fostering relationships. With your keen eye for detail and proactive mindset, you’ll ensure our leaders can focus on strategic initiatives while you manage the intricate details that keep rennie running smoothly.

DUTIES AND RESPONSIBILITIES

• Act as the point of contact for the leadership team between internal teams and external stakeholders, managing the information flow in a timely, confidential, and accurate manner
• Coordinate calendars and schedules appointments, ensuring all parties are informed and kept up to date of changes
• Set up meetings and conference calls, including but not limited to preparing and reserving facilities, meeting room set-up, technology and catering
• Complete meeting administration including attendance tracking, distributing agendas or other meeting materials, and taking meeting minutes if required
• Complete and submits monthly expense reports and processes invoices
• Coordinate travel itineraries, including flights, accommodations, and transportation
• Coordinate departmental team events
• Perform general administrative duties including but not limited to filing, photocopying, scanning, and mailing, and electronic and/or hardcopy record keeping and filing systems
• Conduct research and create and format documents, reports, and presentations to our brand standards. Proofreadand edits documents for accuracy and completeness.
• Maintain up to date contact information, distribution lists and various other databases
• Create and maintain spreadsheets, generates reports, and performs data analysis using advanced Excel functions to assist with resource planning and project management
• Proactively anticipate requirements by planning ahead and actions appropriately
• Collaborate with the Administrative/Office Services team to ensure service and support and all necessary functions of the office are appropriately covered
• Partner with the Admin team to provide vacation coverage to allow for a streamlined support approach
• Assist with other related duties as assigned by the broader Leadership team