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Experienced Executive Assistant

2 months ago

Manitoba, Canada IG Wealth Management Full time

Division: IGM Technology

Location: Winnipeg

IGM Financial Inc. stands as one of Canada's premier diversified wealth and asset management firms, overseeing approximately $271 billion in total assets. The organization offers a comprehensive array of financial planning and investment management services, assisting over two million Canadians in achieving their financial aspirations. Its operations are primarily conducted through IG Wealth Management and Mackenzie Investments.

At IGM Financial, we operate under a distinctive business model that leverages leading brands and a multi-channel distribution strategy. As IG Wealth Management, we have established ourselves as one of the largest and most esteemed companies in Canada over the past 90 years. Our commitment lies in delivering exceptional advice, experiences, and outcomes for our clients, tailored to their individual journeys.

Our vision at IG Wealth Management is to foster financial confidence.

This role presents an opportunity to cultivate a career within a distinguished organization that prioritizes professional and personal growth. We take pride in being recognized as one of Canada's Top Employers by Mediacorp Canada Inc., empowering our employees with the necessary tools to thrive in a remote work environment while prioritizing physical and mental wellness.

You will become part of a team that believes our achievements are rooted in the success of our clients, collaborating to unlock our fullest potential. Our team is dedicated to excellence, skill development, and knowledge sharing. You will have the chance to make a meaningful impact for our clients and contribute to a caring team environment. We are committed to providing a hybrid work setting when feasible.

IG Wealth Management is a diverse workplace that champions inclusivity in business practices, beginning 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, the 2SLGBTQIA+ community, gender-diverse and neurodiverse individuals, as well as anyone who can enhance the diversification of ideas.

Position Overview:

We are currently inviting applications for the role of Administrative Assistant within IGM Technology. This position is pivotal in providing support to the executives of IGM Technology. The responsibilities of the successful candidate will encompass:

  • Managing executive calendars
  • Coordinating all facets of meeting logistics, including securing meeting spaces, ensuring audio/visual connectivity, and preparing and distributing presentations
  • Processing and coordinating invoice payments
  • Supporting departmental onboarding and offboarding processes for staff and contractors, including workstation allocation, hardware/software requests, updating distribution lists, obtaining access cards, and maintaining time tracking profiles
  • Arranging travel logistics and preparing expense reports
  • Organizing team meetings
  • Performing general administrative tasks, such as drafting reports and presentations, photocopying, and scanning
  • Assisting teams in meeting deadlines through various tasks
  • Preparing spreadsheets, analyzing data, and creating presentations in PowerPoint
  • Maintaining organized filing systems as we transition to a paper-free environment
  • Ordering and managing office supplies and equipment maintenance when in the office
  • Testing internal controls and documenting procedures
  • Maintaining a time reporting system for the teams as necessary
  • Executing general accounting and other administrative tasks as required
  • Assisting with departmental social events and town halls
  • Providing coverage and sharing responsibilities with other administrative team members as needed

Required Qualifications:

  • A minimum of 3+ years of experience as an Administrative Assistant
  • Exceptional verbal and written communication skills, along with strong interpersonal abilities to engage with individuals at all organizational levels
  • Proficiency in MS Office applications (Microsoft Word, Outlook, Excel, PowerPoint, SharePoint) at an intermediate to advanced level
  • Aptitude for utilizing collaborative communication tools such as Microsoft Teams
  • Strong technology skills and digital proficiency; supporting paper-free business environments; applying technology for document management; facilitating team collaboration, etc.
  • Ability to manage confidential information with professionalism
  • Detail-oriented, accurate, and capable of thriving in a fast-paced environment
  • Excellent organizational, planning, and prioritization skills
  • Capacity to manage and prioritize multiple projects simultaneously
  • Ability to work effectively both independently and as part of a team
  • Proficient in prioritizing tasks, managing tight deadlines, and demonstrating strong attention to detail