Executive Assistant

We are currently recruiting for an Executive Assistant (EA) to join the Trading group within the Total Fund Management (TFM) department. The EA is responsible for providing day-to-day administrative support to the Managing Director, Head of Trading as well as the broader Trading group across the Toronto and London offices. Responsibilities will include managing calendars, meetings, expenses, events, presentations, travel, correspondence, and group initiatives.

Role-specific Accountabilities:

• Provide general administrative support to the Managing Director, Head of Trading as well as the broader Trading group across the Toronto and London offices.
• Manage multiple calendars across the Trading group, working with other departments, external partners, vendors, and other stakeholders to coordinate meeting bookings or events.
• Handle highly sensitive and confidential matters relating to the daily activity of the department and organization.
• Anticipate needs, prioritize tasks appropriately, apply experience in making decisions.
• Accommodate and complete staff requests while managing challenging timelines and deliverables.
• Problem solve with limited guidance and ambiguity.
• Support the on-boarding of new staff joining the team.
• Book and manage complex global travel arrangements, itineraries or other duties related to support professionals who travel globally.
• Manage credit card expenses, associated reimbursement process and third-party invoice approvals.
• Coordinate, arrange and oversee group and department event planning processes, as required.
• Work closely with other executive assistants and teams to increase efficiencies and provide overall departmental and corporate support.

Requirements

• Undergraduate degree is required.
• 5+ years of experience in providing support to multiple professionals and managing competing priorities in a fast-paced, professional environment.
• Experience with complex calendar management, booking high profile meetings, events, scheduling travel and managing expense reimbursement process.
• Advanced knowledge of MS Office (Excel, Outlook, PowerPoint) and comfort and interest in learning new applications.
• Extremely motivated, proactive, eager to learn, adaptable and calm under pressure.
• Personable, easily interacts with all types of personalities and at all levels with a high degree of professionalism.
• Able and willing to work flexible hours, as required.
• Proven attention to accuracy and detail, highly organized and able to prioritize and multi-task.
• Exceptional (written and verbal) communication skills and interpersonal skills.
• Ability to work in a high performing culture, under pressure and with time-sensitive deadlines.
• Proven ability to work independently as well as to perform effectively in a team-oriented and open-concept environment.
• Experience in investment or financial services firms is considered an asset.
• Exemplify our Guiding Principles of Integrity, Partnership, and High Performance.