Administrative Assistant

Duration :12 months

Location : Oakville CAN L6H 0H6

2-3 days onsite in the office

Your responsibilities

Reporting to the Head of Real Estate, the candidate will be responsible to:

- Provide effective and efficient administrative support for Real Estate team.
- Share Energy - Internal Room and Desk Booking Tool - Coordinate Initial set up with Creation Team and provide administrative support to each site.
- Maintain and update all real estate databases, portfolio tools, and legal documentation for the assigned properties for the Canadian portfolio.
- scheduling and coordinating meetings.
- Coordination of activities with internal and external facility management team
- assistance to internal customers - including redirecting phone/email inquiries to appropriate personnel.
- Assist in the development of reports/ presentations
- Provide status reports, dashboards, and presentation materials for stakeholders, while maintaining the SharePoint site, document repository, and commitment tracking logs
- Format/create/distribute Posters/emails as required using templates provided
- Ability to coordinate/lead small projects.
- Provide order processing support for creating vendor’s shopping carts/processing invoices
- Support Vendor management & Onboarding
- Travel Management / quality gate for expense report
- Prepare monthly and ad hoc reports such as AM KPIs
- Coordinate and facilitate status meetings, capacity reviews,



and collaboration sessions.
- Prepare meeting agendas, minutes, action logs, and follow-up communications, while tracking risks, assumptions, dependencies, and open actions affecting delivery commitments.
- Escalate missing approvals, overdue actions or incomplete reporting to the accountable owner.
- Ability to manage multiple priorities and deadlines in a quick-paced setting, with high attention to detail and strong discipline in documentation.

Dexian stands at the forefront of Talent Technology solutions with a presence spanning more than 70 locations worldwide and a team exceeding 10,000 professionals. As one of the largest technology and professional staffing companies and one of the largest minority-owned staffing companies in the United States, Dexian combines over 30 years of industry expertise with cutting-edge technologies to deliver comprehensive global services and support.

Dexian connects the right talent and the right technology with the right organizations to deliver trajectory-changing results that help everyone achieve their ambitions and goals. To learn more, please visit https://dexian.com/.

Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.

📌 Bilingual Administrative Assistant (Oakville)
🏢 Dexian
📍 Oakville