Administrative Assistant

3 weeks ago

Montréal QC, Canada Castle Hall Full time

COMPANY DESCRIPTION Castle Hall Diligence is a leading specialist in operational, investment risk, ESG and cybersecurity due diligence of alternative and traditional asset managers. With a rapidly growing team of 100, Castle Hall has become the largest, dedicated due diligence organization worldwide, operating from offices in Montréal and Halifax, Canada; Abu Dhabi, UAE; Manila, Philippines; Prague, Czech Republic, and Sydney, Australia. Castle Hall’s core competitive advantage is DiligenceHub, our proprietary online diligence platform, which has helped our clients review diligence across more than 6,000 fund entities.More information about our company can be found at Hall is seeking a detail-oriented and proactive Administrative Assistant to join our team. The ideal candidate will support both the CEO and HR departments across various functions, ensuring smooth and efficient operations within the office. This role involves a variety of tasks including managing schedules, handling communications, and assisting with daily office needs. The ideal candidate must handle sensitive information with discretion and maintain confidentiality at all times. If you are organized, have strong communication skills, and enjoy working in a dynamic environment, we would love to hear from you.RESPONSIBILITIESCEO’s Support: Provide support to the CEO across a full range of administrative functions.Maximize the CEO’s time by proactively identifying and taking accountability for all administrative matters.Manage inbound emails and tasks arising.Coordinate meetings and conference calls with clients and prospects.Maintain and coordinate the weekly agenda.Prepare documents and presentations as required.Manage travel arrangements.Prepare expense reports.Perform other administrative tasks as needed to support the CEO.HR Support: Assist with the recruitment process by reviewing and filtering resumes and coordinating interviews.Communicate with candidates regarding their application status and interview details.Prepare and distribute onboarding documents.Assist with the preparation of HR reports and data entry.Assist employees with benefits-related questions and issues.Coordinate with benefits providers to resolve any employee issues.Perform other administrative tasks as needed to support the HR department.Office Management:Maintain a well-organized and tidy office environment, including managing office supplies and equipment.Handle phone calls, emails, and other correspondence professionally and promptly.Serve as a main point of contact for internal and external inquires.Assist team members as needed.Greet visitors, handle inquiries, and provide general assistance to guests and clients.DESIRED SKILLS AND EXPERIENCEBachelor’s degree or equivalent.Minimum 3 years of experience in an admin role.Excellent verbal and written communication.Bilingualism (French and English).Proficiency in Microsoft Office Suite.Adaptability and flexibility.Good judgement and analytical skills.Strong time management and organizational skills.High level of confidentiality.Autonomy and ability to work with deadlines.Warm, energetic and engaging personality.Experience in the financial services sector is beneficial but not required.WHAT WE OFFER An opportunity to be part of a highly successful and growing organization.Consistent career path development with growth & advancement opportunities available to successful candidates.Excellent working conditions in a dynamic work environment.Benefits plan including healthcare, healthcare spending account and dental coverage.Online wellness portal free to all employees (including fitness, nutrition, meditation and much more).Competitive time off for all employees.Learning and Development - Reimbursement for relevant designations.Castle Hall Diligence is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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