18 Month Contract: Executive Assistant/office

6 months ago

Toronto, Canada MUFG Securities Canada Full time

**Do you want your voice heard and your actions to count?**

Discover your opportunity with Mitsubishi UFJ Financial Group (MUFG), the 7th largest financial group in the world. Across the globe, we’re 120,000 colleagues, striving to make a difference for every client, organization, and community we serve. We stand for our values, building long-term relationships, serving society, and fostering shared and sustainable growth for a better world.

With a vision to be the world’s most trusted financial group, it’s part of our culture to put people first, listen to new and diverse ideas and collaborate toward greater innovation, speed and agility. This means investing in talent, technologies, and tools that empower you to own your career.

Join MUFG, where being inspired is expected and making a meaningful impact is rewarded.

**Job Summary**:
The EA will work directly with the CEO and all office staff and will be responsible for performing administrative task, such as travel booking; expense management; coordinate executive visits, plus other duties. The EA role is also in charge of managing the office.

**Key Accountabilities**:
CEO Support:

- Manage CEO’s travel, itineraries & expenses
- Manage CEO’s & office staff’s expenses
- Coordinate CEO’s schedule/meetings
- Assist with Board/ExCo Meeting presentations
- Attend Executive Committee/Board meetings
- Prepare documents and obtain approval for CEO’s e-signature
- Coordinate Executive visits
- Maintain contact list

Office Support:

- Act as a point of contact among executives, employees, clients and other external partners
- Manage information flow in a timely and accurate manner Screen and direct phone calls & distribute correspondence
- Maintain contact list for CEO and Directors’
- Suggest more efficient ways to run the office and troubleshoot malfunctions
- Manage Uber account for group
- Manage/Coordinate office repairs/service
- Manage contract & price negotiations with vendors (onboarding, sourcing)
- Manage office supplies/furniture Manage BCP for office
- Manage Health & Safety for office
- Coordinate catering for meetings Maintain office files
- Assist/lead/manage special projects as required

Team Support:

- Manage travel & expenses for Securities group
- E-sign documents for Head of Sales/Trading desk
- Manage AMEX account - process monthly reconciliations for all card holders
- Coordinate IT access/phones etc for new and existing employees

Finance:

- Manage invoice payments for Securities as required
- Maintain costs; seek ways to reduce costs (office supplies, equipment, vendors/service providers)
- Manage expenses & process expense reports for all Securities employees on a monthly basis

**Technical Skills**:

- Proficient in Microsoft Office Word, Excel, Powerpoint)
- Proficient in Adobe Acrobat
- A proactive approach to problem-solving with strong decision-making skills
- Strong interpersonal skills and the ability to build relationships with key stakeholders
- Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail

**Experience & Abilities**:

- 3-5 years experience as an EA for senior executives
- Office Management experience an asset
- Ability to work independently

**Education & Training**:

- Bachelors degree in Administration considered an asset

**Working Conditions**:

- 5 days/week in office

Each of MUFG Bank Canada and MUFG Securities Canada is an equal opportunity employer.

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