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Senior Administrative Coordinator

2 months ago

Toronto, Ontario, Canada TMX Full time
About the Role

We are seeking a highly skilled and experienced Senior Administrative Assistant to join our team at TMX. As a key member of our senior leadership team, you will provide administrative support to the President, TSX Trust, and other staff as needed.

Key Responsibilities
  • Provide administrative support to the President, TSX Trust, and other staff as needed
  • 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, determine the importance of all incoming calls, provide and acquire information as necessary, resolve issues where possible, and follow up on messages and/or redirect inquiries to appropriate staff
  • Coordinate, prepare, and distribute agendas and materials for Department SMT and committee meetings
  • Attend and participate in meetings, prepare meeting minutes, and follow up on action items
  • Assist with the preparation of board materials
  • 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
  • Ensure the preparation of the Annual Budget, monitor office expenditures, and advise on 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
  • Craft, organize, and maintain an effective electronic document file management system and maintain 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 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
Requirements
  • 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 years of 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 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
Preferred Qualifications
  • 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
About TMX

TMX is a leading global exchange group that operates a diverse portfolio of asset classes, including equities, fixed income, derivatives, and energy. We are 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.