Job Description

Overview

Avison Young has an exciting opportunity in our Cambridge office for an Administrative Assistant. The Administrative Assistant will report directly to the Managing Director. We are looking for an enterprising individual to coordinate the day-to-day administrative tasks of the office and create a first impression of the office that is positive for all visitors. The position requires independent judgment to plan, prioritize, and organize responsibilities to meet multiple deadlines, while interacting with a diverse group of colleagues, clients, and service providers. This person will be vital to the interconnectivity of the group, within Avison Young, and with external vendors, clients, and customers.

Responsibilities

• Manage the common area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Coordinate overall administrative activities.
• Supervise the maintenance and alteration of office areas, equipment, and common areas, as well as layout, arrangement, and housekeeping of office facilities.
• Purchase office supplies for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Track and monitor the team\xe2\x80\x99s time away from work (i.e., sick days, vacation days etc.).
• Assist with training of new hires on office procedures and policies.
• Uphold a strict level of confidentiality.
• Assist leadership to develop and implement best practices.
• Develop and maintain internal and external communications and contact data; regular input of information into the company\xe2\x80\x99s CRM database and/or other systems or files \xe2\x80\x93 APTO, HubSpot, and Orion.
• Be responsible for other duties and special projects as assigned.
• Support the team in utilizing Outlook (i.e., scheduling company meetings, conference room meetings, etc.).
• Assist in planning company events.
• Perform clerical duties to include photocopying, filing, and mailing documents.
• Assist other teams, disciplines, or business units, when required.
• Be prompt and consistent with attendance as required by the job.
• Be responsible for day-to-day office operations requirements.
• Handle such other reasonable duties as the Company may require of you from time to time.

Qualifications

Personal skills:

• Behavioral skills \xe2\x80\x93 Strong interpersonal skills with the ability to articulate thoughts verbally and in written reports. Specifically, the position needs a \xe2\x80\x9cdoer\xe2\x80\x9d with a strong work ethic that can accurately comply with policies, procedures, and detailed tasks with an organized approach. The position requires an assertive team player with a proven ability to motivate employees and meet deadlines.
• Values and Motivation \xe2\x80\x93 The job needs a person that is motivated by collaborating with people, that is driven to helps others, that is driven to create a harmonious workplace environment, and will take the initiative to learn what must be learned to perform the job.

Personal accountability:

• Responsible for personal actions.
• Teamwork: Cooperating with others to meet objectives.
• Diplomacy: Effectively and tactfully handling difficult or sensitive issues.
• Resiliency: Quickly recovering from adversity.
• Self-Starting: Demonstrating initiative and willingness to begin working.
• Time and Priority Management: Prioritizing and completing tasks to deliver desired outcomes within allotted time frames.
• Understanding Others: Understanding the uniqueness and contributions of others.

Preferred qualifications:

• Education: Minimum of a 2-year college degree in a relevant functional area for business management. Proficient in Microsoft Office 365 suite of products.
• Experience: 2+ years of experience in operations, managing several areas of work simultaneously. Commercial real estate industry experience a plus.
• Special knowledge and skills: Basic understanding of accounting/finance, human resources, marketing, and facilities management.
• Must pass Avison Young pre-employment screen.

Our Equal Opportunity Commitment

Avison Young practices as an equal opportunity employer in all services locations around the world. We are committed to building and maintaining a workforce diverse in experience, skills and knowledge with uniformity in service excellence, commitment and integrity.

The firm maintains a strict policy to ensure employment opportunities are equal and do not discriminate based on race, color, religion, creed, age, sex, gender, gender identity or expression, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, protected veteran or military service status, or any other elements protected by law.

For those requiring assistance with disabilities, information relating to the need for accommodation and accommodation measures will be addressed confidentially.

Avison Young is committed to employing the best talent with the most fair and equitable recruitment practices. Apply with us TODAY!

Avison Young