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Oxfords commitment to customer service forms the foundation for everything we do. Invested in delivering service excellence, Oxford offers a dynamic and collaborative team environment with several growth opportunities. We are committed to delivering exceptional service in every interaction, every day.
Reporting to the Legal Counsel, the Administrative Assistant supports day to day administration responsibilities of the Legal department.
Organizing and scheduling individual and departmental meetings, booking boardrooms, sending calendar invites and arranging catering as required. Retrieving documents from electronic and hard copy storage. Printing, scanning and photocopying documents and emails, gathering materials, assembling binders. Printing labels and preparing folders, organizing documents and managing individual and departmental filing. Arranging couriers and assisting with management of departmental mail distribution. Ordering, monitoring and maintaining departmental office supplies. Assisting with management of legal files, correspondence, closing binders and original legal documents including coordination with company Records Management. Preparing and arranging for execution of corporate resolutions and corporate officer appointment and resignation documentation and maintaining corresponding database. Corresponding with external counsel and other third party service providers in respect of transactions and other matters. Managing departmental and individual professional development requirements including researching and summarizing available courses. Working in, updating and maintaining various document databases and tracking tables. Assisting with the preparation of real estate asset summaries and holding structure charts. Revising documents and preparing draft emails as directed. Organizing and arranging for execution of transaction documentation. Assisting with department and company-wide projects. Attending weekly department meetings to keep informed regarding transaction and department matters. Attending internal corporate learning sessions to improve technical skills. Processing expense claims and invoice payments. Managing travel arrangements including booking flights and hotel accommodations and preparing itineraries. Providing backup to other department administrative assistants as needed.
University or college degree. Interest in being part of and gaining experience in a busy, fast-paced real estate-focused in-house legal group. Strong interpersonal skills and the ability to effectively interact with all levels of the organization as well as external counsel and other third party service providers. Excellent communication skills, both written and oral, and a highly professional demeanor. Exceptional proofreading ability and attention to detail. Exceptional time management and multi-tasking skills and the ability to effectively prioritize, respond to changing needs and communicate conflicting work demands. Ability to take initiative, anticipate problems and find or suggest solutions with a desire to expand capabilities and responsibilities. Ability to take instruction, work with minimal supervision and partner effectively with other administrative assistants and members of the department. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint); some experience with Adobe Standards, document comparison programs and accounting data entry programs would be an asset. Familiarity with real estate transaction processes, documents and terminology would be an asset. Familiarity with corporate documents, structure charts and terminology would be an asset.