Administrative Assistant

3 weeks ago

Toronto, Canada Healthcare of Ontario Pension Plan (HOOPP) Full time

Why you’ll love working here:
- high-performance, people-focused culture- our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves- learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth- membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security- competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, and newly extended maternity/parental leave top of 26 weeks)- optional post-retirement health and dental benefits subsidized at 50%- yoga classes, meditation workshops, nutritional consultations, and wellness seminars- access to an annual wellness reimbursement program for health and wellness-related expenses for permanent and temporary employees- the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

The Administrative Assistant is responsible for providing administrative support to the HOOPP Private Capital team (“HCP”) (Investment Management) in the delivery and execution of key activities and initiatives. HCP is a fast-paced team that invests in Private Credit and Private Equity.

What you will do:
Coordinate day-to-day administration, scheduling, and support for the HOOPP Private Equity team, including the following:

- Maintain daily calendar and schedule for members of the of the HCP team
- Coordinate meetings for the HCP team, which includes the preparation of agendas and distribution of materials for weekly team and investment committee meetings
- Organize global travel logistics, including accommodation, flights, ground transportation, and related tax/visa forms with HOOPP’s travel vendor
- Prepare and process expense and reimbursement reports in adherence with HOOPP policies
- Manage the team shared calendar to ensure awareness of team travel and time-off
- Facilitate onsite visitor logistics including arranging for meeting rooms, guest registration, and catering needs
- Respond to inquiries, internally and externally, ensuring appropriate actions, dissemination of information, and follow up as necessary
- Process corporate-related invoices with the Accounts Payable and Accounts Receivable teams
- Organize special events or meetings (e.g., onsite investor Board meetings, team events, etc.), including meeting logistics, catering arrangements, ensuring technical equipment setup, etc.
- Assist in onboarding of new employees (completing forms for tech and desk setups, access to appropriate drives, etc.)
- Administer team subscriptions and memberships, ensuring timely renewals
- Maintain updated contact and investor portal distribution lists for the team
- Collaborate with all levels of staff across HOOPP to coordinate activities

What you bring:

- University or college education or equivalent
- 3 - 5 years administrative support experience in a corporate business environment, ideally in an investment management setting
- Strong verbal and written communication skills
- Attention to detail and a commitment to thoroughness
- Proficiency in corporate software (Outlook, Word, Excel, PowerPoint, Adobe Acrobat Pro) and video conferences (Teams meetings, Zoom)
- Ideally proficient in productivity software such as Concur Travel, DocuSign, Workday, etc.
- Strong prioritization and organizational skills with demonstrated experience in multi-tasking and co-ordination, including an ability to manage multiple assignments, priorities, and deadlines
- Collaborative and a strong team player with “can do” attitude
- High level of professionalism and ability to work in an environment where accuracy, confidentiality, quality, tact, and time sensitivity is essential
- Ability to work independently with minimum supervision

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