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Senior Administrative Assistant

4 months ago

Toronto, Canada TMX Full time

Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets. United as a global team, we're connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

Reporting directly to the President, TSX Trust, The Senior Administrative Assistant role is an integral part of the TSX Trust team. In addition to managing the office of the President, TSX Trust, this role will also assist in the administration of the day-to-day activities and special projects of the TSX Trust senior leadership team, the coordination of divisional responsibilities, and by coordinating research and background information vital to facilitate executive action and decision making. The role will lead the coordination and management of executive events for the TSX Trust leadership team, including staff events, board and executive events and client functions.

Key Accountabilities:

  • Provide administrative support to the president, TSX Trust and to other staff as the need arises

  • Work closely on various projects designed to meet the strategic objectives of the TSX Trust Company

  • Liaise with internal and external contacts on behalf of the President, TSX Trust, including scheduling and confirming meetings

  • Respond to telephone calls, figure out importance of all incoming calls, provide and acquire information as vital, resolve issues where possible and follow up on messages and/or redirect inquiries to appropriate staff

  • Coordinating, preparing, and distributing agendas and materials for Department SMT and committee meetings

  • Attending and participating in meetings, preparing meeting minutes, and following up on action items

  • Assist with preparation of board material

  • Assist with the coordination of, and attend, TSX Trust events (including business development, client and staff social events)

  • Coordinate corporate hosted events with suppliers and other participants

  • Sees to the preparation of the Annual Budget, monitors office expenditures, and advises about budget issues

  • Coordinate travel arrangements, flight and hotel accommodations as necessary

  • Prepare attendance, expense, and business development reports

  • Liaise with the Capital Formation team for coordination of client and other events

  • Crafting, organizing, and maintaining an effective electronic document file management system and maintaining the department's administrative records, including, but not limited to meeting minutes, template documents and DOPs.

  • Coordinate and manage maintenance of TSX Trust internal intranet site

  • Proactively maintain contact database which is used for communication with TSX Trust clients and key industry contacts

  • Assist with the preparation and distribution of communications to client companies and external contacts

Must haves:

  • Post-secondary education in Business Administration or related field or College diploma in administrative studies with experience in a senior administrative role in a corporate environment

  • 4 - 7 yrs experience working in an administrative capacity with experience as an Executive Assistant supporting executive level staff

  • Strong experience with Google Suite and Microsoft Office presentation tools and Microsoft Office suite of products (Word, Excel and PowerPoint)

  • Ability to think proactively and to be a great teammate

  • Outstanding written communication, drafting and proofreading skills, and document processing experience

  • Strong organizational skills and attention to detail

  • Ability to create and manage reports, memoranda, compose and edit letters or other documents; ability to build and handle filing systems

  • Proven ability to prioritize and handle multiple tasks in a professional, high-pressure senior executive environment in an effective and timely manner, while maintaining the utmost integrity and confidentiality

  • Demonstrated time management skills with the ability to organize self, set priorities, and meet critical timelines

  • Judgment is exercised in completing tasks with a minimum of supervision and meeting timelines and service standards

Nice to haves:

  • Easily adapt to constantly evolving technology and systems, familiarity with digitization and automation processes

  • Knowledge of Salesforce CRM and Communities

  • Familiarity with the securities industry preferred

In the market for…

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection - With site hubs in some of the world's most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact - More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led Team Impact spreads social good via our giving strategy.

Wellness - From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger "we". Plus, with a cloud-first and hybrid workstyle, as well as generous time-off and leaves, we support a life well lived

Growth - From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.

Ready to enrich your career with impactful work, leaders who truly care, and the flexibility and programs to help you thrive as part of #TeamTMX ? Apply now.

TMX is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it.