Executive Assistant/Divisional Coordinator

Aviso:At Aviso, we are dedicated to improving the financial well-being of Canadians. As a leading wealth management organization, we are committed to leadership, innovation, partnership, responsibility, and community. Working with talented and energetic professionals who exemplify our values every day, you will quickly notice that our people and dynamic ‘oneaviso’ culture sets us apart. If you are looking for interesting and challenging work, at a company committed to its people, find out more about what Aviso has to offer at The Opportunity: We’re looking to fill an opening for an Executive Assistant/Divisional Coordinator to join our Direct Investing team.Reporting to the SVP, Head of Direct Investing, the Executive Assistant is responsible for all facets of executive administration, including email and calendar management, internal and external meeting and event coordination, travel planning, invoice and expense management, and document review and management. In addition to supporting the SVP, Head of Direct Investing, the Executive Assistant/Divisional Coordinator will also support the Vice Presidents for month end reporting, expenses and travel. Who you are: Service – You put your clients’ needs first. You advocate service excellence, and work to deliver client-centric solutions, and proactively develop strategic partnerships that allow Aviso Wealth to become a trusted advisor and partner Execution – You are committed to achieving your goals and to succeed. This includes focusing on “getting things done”, as well as recognizing and taking advantage of opportunities as they arise. You are consistently looking for ways to improve your personal best and see value in continuous improvement. You take accountability for your actions and learn from mistakes Collaboration – You work collaboratively with others with the common goal of driving positive results. Making meaningful contributions to your team to achieve organizational goals is a priority. You proactively encourage collaboration, build trust and inclusion, and work to establish effective relationships both inside and outside of the organizationWhat your day looks like:Provide a full range of administrative assistance to the SVP, Head of Direct Investing: managing an active calendar; providing initial response to issues or redirecting to others, liaising with offices of senior executives internally and externally; scanning, filing, invoice management and reviewing correspondenceDevelop and maintain strong relationships with other executive assistants to ensure effective communication and optimum support to the executivesManage invoice and expense submissions and supports tracking budget items Maintains an organized filing/document management process for electronic and paper documents that ensures the protection of all confidential information and materials Participating in and coordinating strategic planning meetings including drafting and distributing agendas; recording minutes; and, tracking and monitoring action items to ensure timelines are metProvides assistance with coordinating corporate events Coordinate cost-effective and sometimes complex domestic and international travel and accommodation arrangements and itinerariesBring an improvement mindset to workflow activities and offer suggestions for improvement to team members and senior leadersRequirementsYour experience and skills:College degree, supplemented with additional relevant training in office administration, communication, management and/or event planning. 5 years’ experience in a similar role supporting senior level executivesAdvanced proficiency in Microsoft Office applications (Outlook, Word, Excel, and Power Point) requiredWealth Management industry experience is preferredAbility to prioritize while handling sensitive, confidential and urgent mattersDemonstrates and projects professionalism with a high degree of diplomacy, tact, and judgmentResponsive and proactive in a fast-paced environmentAbility to develop and maintain effective working relationships at all levels of the organizationSelf-motivated and able to anticipate and respond to changes in a professional service-oriented manner Advanced planning and organizational skills, with the capacity to manage competing priorities and meet deadlinesStrong attention to detail with the ability to check accuracy of work and provide consistent follow-up Fluent communication skills in English are required and bilingual skills in French are an assetBenefitsWhy Aviso?At Aviso, you will find a dynamic and inclusive culture that rewards innovation and celebrates success. Here are a few things that set us apart:Competitive compensation package that rewards and recognizes individual contributionsExcellent health, dental and insurance benefits to meet the diverse needs of our employeesGenerous vacation time, fitness benefit, parental leave top-up optionsMatching contributions to our retirement programCommitment to the continuous improvement of our staff through learning & development and an education assistance programRegular social events to foster teamworkYour InformationBy submitting your application, you consent to the collection, use, and disclosure of your provided personal information for the purposes of assessing your qualifications and suitability for employment with Aviso. Your information will be handled in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant provincial legislation. Your data may be shared with authorized personnel involved in the recruitment process and retained only as long as necessary to fulfill these purposes or as required by law.Further information is available on the Privacy link on our Career Page – Privacy PoliciesEqual Employment OpportunityAviso welcomes and encourages applications from all qualified individuals including persons with disabilities. If you require an accommodation, we will work with you to meet your needs in all stages of the hiring process.We thank all applicants for their interest, however, only those selected for further consideration will be contacted.No recruiters or agencies, please.Company Overview:Aviso is a leading wealth management and investment services provider for the Canadian financial industry, with approximately $145 billion in total assets under administration and management, and over 1,000 employees. We’re building a comprehensive, technology-enabled, client-centric wealth services ecosystem. Our clients include our partners, advisors, and investors. We’re a trusted partner for nearly all credit unions across Canada, in addition to a wide range of portfolio managers, investment dealers, insurance and trust companies, and introducing brokers. Our partners depend on Aviso for specific solutions that give them a competitive edge in a rapidly evolving, highly competitive industry. Our investment dealer and mutual fund dealer and our insurance services support thousands of investment advisors. Our asset manager, NEI Investments, specializes in investing responsibly. Our online brokerage, Qtrade Direct Investing, empowers self-directed investors, and our fully automated investing service, Qtrade Guided Portfolios, serves investors who prefer a hands-off approach. Aviso Correspondent Partners provides custodial and carrying broker services to a wide range of firms. We have offices in Toronto, Vancouver, Montreal, and Winnipeg. Aviso is backed by the collective strength of our owners: the credit union Centrals, Co-operators/CUMIS, and Desjardins. We’re proud to power businesses that empower investors.A career with Aviso means being part of a group of talented, energetic professionals who live their values every day, and belonging to an organization dedicated to your success and career development. If you’re looking for interesting and challenging work, at a company committed to its people, apply to join our team.SalaryThis position is posted with an expected salary range of $83,000 - $93,000 CAD annually. Individual compensation packages are based on various factors unique to each candidate and the requirements of the position.