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Lead Administrative Coordinator
3 months ago
Division: IGM Technology
Location: Winnipeg
IGM Financial Inc. stands as one of Canada's foremost diversified wealth and asset management firms, overseeing approximately $271 billion in total assets under management. The organization offers a comprehensive array of financial planning and investment management services aimed at assisting over two million Canadians in achieving their financial aspirations. Its operations are primarily conducted through IG Wealth Management and Mackenzie Investments.
As part of IGM Financial's distinctive business framework, which is founded on prominent brands and a multi-channel distribution approach, we proudly represent IG Wealth Management. With a legacy spanning over 90 years, we have evolved into one of the largest and most esteemed companies in Canada, recognized for delivering exceptional advice, experiences, and outcomes tailored to our clients throughout their lifetime.
At IG Wealth Management, our mission is to foster financial confidence.
This opportunity allows you to cultivate a career within a leading organization where you can learn, develop, and prosper both professionally and personally. We take pride in being acknowledged as one of Canada's Top Employers by Mediacorp Canada Inc. for equipping our employees with the necessary tools to excel while working remotely, alongside providing resources that prioritize physical and mental wellness.
You will become part of a team that believes our achievements begin with the success of our clients, collaborating as a unit to realize our fullest potential. You will join a group that aspires to excellence while cultivating and sharing skills and knowledge. Your contributions can make a significant impact on our clients and the broader community, as you become part of a team that genuinely cares. We are committed to providing a hybrid work environment when applicable.
IG Wealth Management is a diverse workplace dedicated to conducting business inclusively, starting with a representative workforce. We welcome applications from all qualified candidates who reflect the diversity present across Canada, including racialized individuals, women, Indigenous persons, persons with disabilities, 2SLGBTQIA+ community members, gender-diverse and neurodiverse individuals, as well as anyone who can contribute to the further diversification of ideas.
Position:
We are currently inviting applications for the role of IGM Technology Administrative Assistant. This position entails providing support to IGM Technology executives. The successful candidate will be responsible for:
- Managing executive calendars
- Coordinating all facets of meeting logistics (nationally and cross-company), including securing meeting venues, audio/visual connectivity, and preparation and distribution of presentations
- Processing and coordinating invoice payments
- Offering departmental support for all aspects of onboarding/offboarding staff and contractors, including workstation allocation, hardware/software/access requests, updating distribution lists, obtaining building access cards, creating and maintaining time tracking profiles, and serving as a point of contact for related activities
- Arranging travel logistics and preparing expense reports
- Organizing and coordinating team meetings
- Performing general administrative tasks, such as drafting and preparing reports and presentations, photocopying, and scanning
- Supporting teams by executing tasks as needed to meet deadlines
- Preparing spreadsheets, analyzing data, and creating presentations in PowerPoint
- Maintaining appropriate filing systems as we transition towards a paper-free environment
- While in the office, managing and ordering general office supplies and equipment maintenance (photocopiers)
- Testing internal controls and documenting procedures
- Maintaining a time reporting system as required for the teams
- Performing general accounting and other administrative duties as necessary
- Assisting with departmental social events and town halls
- Providing coverage and sharing responsibilities with other members of the administrative team as needed
The ideal candidate will possess the following qualifications:
- A minimum of 3+ years' experience in an Administrative Assistant role
- Exceptional communication skills, both verbal and written, along with excellent interpersonal abilities to engage with individuals at all organizational levels
- Proficiency in MS Office applications (Microsoft Word, Outlook, Excel, PowerPoint, SharePoint) at an intermediate/advanced level
- Aptitude for utilizing collaborative communication tools such as Microsoft Teams
- Outstanding technology skills and digital proficiency; supporting paper-free business environments; applying technology for document management; facilitating team collaboration, etc.
- Ability to handle confidential information with professionalism
- Detail-oriented, accurate, and capable of performing in a fast-paced environment
- Excellent organizational, planning, and prioritization skills
- Ability to manage multiple projects simultaneously and prioritize effectively
- Capacity to work independently as well as collaboratively within a team setting
- Proficient in prioritizing tasks, managing tight deadlines, and demonstrating strong attention to detail
