Executive Assistant - Jobs in Toronto, ON

Job Description

Executive AssistantLocation: This position will be located in our Toronto office.Application Deadline: January 30, 2023Our organization:Founded in 2017, Wellington-Altus Financial Inc. (Wellington-Altus) is the parent company to Wellington-Altus Private Counsel and Wellington-Altus Private Wealth —the top-rated* wealth advisory company in Canada and one of Canadas Best Managed Companies. With more than $20 billion in assets under administration and offices across the country, Wellington-Altus identifies with successful, entrepreneurial advisors and portfolio managers, and their high-net-worth clients.

• Investment Executive 2022 Brokerage Report Card

The opportunity:Reporting to three Senior Vice-Presidents, the Executive Assistant will provide high-level, confidential, and proactive administration support to two Senior Vice-Presidents at the firm:

• Senior Vice-President, Marketing
• Senior Vice-President, Advisor & Managed Platforms and Lead Portfolio Manager

The successful candidate will use their proven organization skills, exceptional attention to detail, and excellent writing skills to manage a wide variety of administrative tasks including prioritizing and/or responding to correspondence, scheduling meetings, arranging travel, managing expense reporting, etc.The ideal candidate will possess a proven ability to successfully execute tasks that involve independent and practical thinking, a high level of accuracy, and excellent judgment and problem-solving abilities in both novel and routine situations.Additionally, the incumbent will be accountable for managing all administrative aspects of the corporate office floor in Toronto. This includes the provision of operational and administrative support to corporate employees, consistent demonstration of exceptional internal and external client service, adherence to compliance, and audit requirements.Key responsibilities include:

• Coordinating meetings and travel for the senior leaders.
• Managing expenses, including preparing and submitting reports to the Finance department.
• Ensuring preparation for meetings and presentations with appropriate materials.
• Gathering, organizing, and distributing all required agendas and meeting information in advance of scheduled meetings, preparing meeting agendas, taking minutes of meetings as required, and proactively following up on action items.
• Coordinating, managing, and assisting with the planning and execution of internal and external meetings and events.
• Completing advanced word processing tasks, formatting and proofreading memos, correspondence, reports, and presentations.
• Managing electronic files, developing, and maintaining various databases and internal file structures.
• Utilizing a high degree of professionalism and initiative to anticipate and meet the needs of the SVPs.
• Being accountable for ensuring the corporate office is managed efficiently and implementing any head office directives.
• Overseeing and managing the smooth day to day office operations and administration including maintenance of office equipment, ensuring adequate levels of office supplies.
• Coordinating office functions and meeting/events when required.
• Coordinating the delivery and pick of mail and couriers.
• Performing cheque deposits.
• Maintaining personnel files and providing necessary documentation for Human Resources and Payroll departments.
• Ensuring customer service standards/operational procedures are communicated and maintained.
• Training, developing, and coaching support staff as required.
• Performing other duties as assigned.

The ideal candidate will possess:

• An undergraduate degree, diploma, or equivalent experience.
• 5-7 years of progressive administrative experience in a fast-paced, demanding professional environment, with at least 3 years supporting senior management.
• Proven advanced computer skills; particularly MS Word, Excel, PowerPoint, Outlook, Zoom, MS Teams, and other technology.
• Strong organizational skills with the ability to proactively prioritize, organize, and manage a high volume of time-sensitive, highly detailed, and confidential information.
• Strong attention to detail, with a sense of ownership and responsibility.
• Excellent verbal and written communication skills.
• Demonstrated analytical and problem-solving skills.
• Experience working at a wealth management or asset management firm would be an asset.
• An excellent attitude and work ethic.

Conditions of Employment:

• Must be legally eligible to work in Canada.
• A background check, satisfactory to the employer, may be required of the successful applicant prior to commencing employment.

Wellington-Altus Private Wealth is strongly committed to equity and diversity within its community and welcomes applications from women, racialized persons, Indigenous peoples, persons with disabilities, and persons of all sexual orientations and genders. All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply.If you require accommodation for the recruitment process, please let us know at the point of application.To apply:Click the Apply For This Job button to submit your resume, cover letter and salary expectations. You will be contacted if you are selected for an interview. More information about working at Wellington-Altus can be found on our website at www.wellington-altus.com.Quick Apply

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