Administrative Assistant

August 23 2018
Industries Real Estate
Categories Legal, Paralegal, Administrative, Clerical, Real Estate, Management - Administration, Professionals (other), Support staff (other), Administrative assistant, Administrative, Clerical, Legal, Paralegal
Montreal, QC


Ivanhoé Cambridge, a global real estate industry leader, invests in high-quality properties and real estate companies in 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 long-term view to generate optimal, risk-adjusted returns. 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 residential, office, retail, industrial and logistics sectors. Ivanhoé Cambridge held more than C$60 billion in assets as at December 31, 2017, 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, Operations

Position Type: Contractual (14 months)

Specific accountabilities

Supporting the Legal Affairs team members by providing the administrative and secretarial assistance required for the department to operate effectively. Main duties include:

  • Coordinate signature of documents: correspondence, cheques, proceedings, notices, etc., and maintain updated list of documents received and sent and follow-up on administrative files;
  • Assemble and table documents to form closing binders for transactions and file documents in the appropriate electronic directory;
  • Perform researches in the Land Registry;
  • Update and circulate various lists internally, namely a list pertaining to the « Registre des entreprises non admissibles », the Landlord and billing entity list and the Lawyer continuous mandatory training registry;
  • Obtain mandates and budget evaluations for external legal counsels and upon receipt of invoices, verify the billed entity, make sure amounts are within the budgets and obtain the necessary approvals;
  • Control quality of any documents issued in the name of your immediate superior and other department staff, and ensure compliance with secretarial standards and procedures in effect at Ivanhoe Cambridge;
  • Perform general secretarial work: writing, correspondence, translation, filing, photocopies, scanning, etc.;
  • Maintain immediate superior's calendar and schedule appointments;
  • Handle the preparation of meetings (invitations, bookings, RSVPs, preparing files and sending documents);
  • Handle the meetings' logistics (reserving required equipment, catering service, refreshments, etc.;
  • Handle, when required, business travel arrangements and liaise with team members when they are away from the office, and handle on their behalf critical files, issues or matters that can be settled appropriately;
  • Produce monthly expense accounts for the members of the team;
  • Receive, screen, dispatch phone calls, review immediate superior's correspondence, recommend or initiate appropriate action.

Key requirements

  • College diploma in Secretarial studies – legal option;
  • 6 to 9 years of relevant experience;
  • Excellent French end English (both oral and written);
  • Excellent command of MS Office for Word and Outlook and basic command of JD Edwards, Excel and PowerPoint;
  • Team player with a clear affinity for continuous quality improvement;
  • Discreet, organized, autonomous, sound judgement, people-skilled.


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 Canada's 50 Best Employers100 Top Employers and 10 Most Admired Corporate Cultures.

Apply now! network