Administrative Assistant

3 months ago

Toronto, Canada Fidelity Investments Full time

Job Description

Please note:
- Current work authorization for Canada is required for all openings.- You will be working on a hybrid schedule as part of Fidelity’s dynamic working arrangement.

Who We Are

At Fidelity, we’ve been helping Canadian investors build better financial futures for over 35 years. We offer individuals and institutions a range of trusted investment portfolios and services - and we’re constantly seeking to find new and better ways to help our clients. As a privately owned company, we boldly embrace innovation in all areas as we continue to grow our business into the future.

Working with us means you’ll be part of a diverse and dedicated group of people who make a real difference for our clients and communities every day. You’ll have a wide range of opportunities to grow and develop your career in an inclusive environment where you’ll feel valued and supported to be your best - both personally and professionally.

How You’ll Make an Impact

The Administrative Assistant provides a variety of coordination and administrative services to the management team. He/she interacts with all levels of the organization as well as external clients/contacts and supports the day-to-day operations of the department by acting as the first point of contact for all administrative needs, requests and inquiries.

What You Will Do

1) Manage calendar for management team members as required- Meetings are scheduled and appropriate follow-up conducted (who has accepted, declined, should meeting be rescheduled based on who declines etc.). There are up to 5-6 calendars to manage at a time (with various degrees of complexity)- Meeting conflicts are identified and prioritized as necessary- Meeting material is prepared and available in a timely manner- Meeting rooms are properly equipped (LAN access, room-set-up etc.)

2) Provide general administrative support such as invoice payment, completing requisitions, filing and expense reporting- Purchase Requisitions for the Finance and Corporate Services team are submitted on time and accurately- Invoices/ payments adhere to corporate guidelines and timeliness- MACs (Move, Add, Change) are completed and are followed-ups to ensure completion- Travel itineraries are prepared and available in a timely manner- T&E reports are submitted on time and accurately

3) Assist with the onboarding of new joiners to the team- Submit MACs (Move, Add, Change) requests and followed-ups to ensure completion- Coordinate the equipment and software requirements for new joiners- Maintain Day 1 Welcome package and assist with first day introduction and tours

4) Prepare and revise reports and databases as required- Assists with the tracking of various performance measures on behalf of the team (reporting inventory, sick & vacation days, etc..) 5) Plan and coordinate meetings, special functions and events, both on and off-site- Arrangements for equipment (computers, LAN access) have been made and are tested to ensure functionality- Catering is set-up and clean up is arranged, as necessary

6) Respond to internal and external inquiries and requests for information- Gathers all relevant information from requestor- Directs inquiries to the appropriate person(s)- Explains policies and procedures

7) Provide reception relief when requested by Human Resources- Acts as first point of contact for external visitors- Provides phone support- Assists with scheduling of meeting rooms sure.

What We're Looking For- 1 - 3 years of experience in an administrative role, preferably in the financial services/mutual fund industry.- Post-secondary education or equivalent work experience.

The Expertise You Bring- Excellent verbal and written communication skills- Excellent organizational and planning skills- Ability to maintain confidentiality and demonstrate considerable use of tact, diplomacy, discretion and judgment- Team player with good interpersonal skills- Strong computer skills in MS Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat

Some of the ways we’ll help you feel valued and supported as part of our team:
- Flexible working arrangements - hybrid, and in office options.- Competitive total compensation, including company contributions to your group RRSP without a matching requirement from you- Comprehensive health benefits that start on your first day, with 100% employer-paid premiums, that include up to $5000 annually for mental health services and therapy- Parental leave top-up to 100% of your salary for a period of 25 weeks- Up to $650 for home office equipment- Generous time off policy, including 2 paid days annually to volunteer at a charity of your choice- Diversity and inclusion programs, including an active network of Employee Resource Groups- Extensive professional development opportunities, including access to over 11,000 training and development courses, tuition reimbursement, and monetary rewards for completing a required designation

We care a lot about fostering a

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