Executive Assistant/office Manager

2 weeks ago

Toronto, Canada Arya Wealth Management Full time

**Position**:Executive Assistant & Office Manager

**Reports to**:Chief Operating Officer

**Job Purpose**:The Office Manager and Assistant to the Executive Team has two main accountabilities. First is ensuring the smooth running of the office. Second is representing the two partners and COO.

**Key responsibilities**:
1. Ensure exceptional client experience and brand

2. Manage time and calendar for Executive Team

3. Pipeline creation and monitoring

4. Event Coordination and digital liaison

5. Other duties as assigned

1. Exceptional Client Experience and Brand

a. Manage meeting space

b. Create/document repeatable process for key activities

d. Ensure clients/referral sources are kept up to date with deal progress, either directly or prompt sales to do so

e. Access and/or prepare closing paperwork

f. Ensure effective client onboarding and ongoing appreciation

2. Manage time and calendar for Executive Team

a. Prioritizing and managing executive calendars as well as organizing any relevant meeting material.

b. Preparing documents (i.e., correspondence, reports, presentations, agendas, minutes, policies and procedures, etc.)

c. Coordinating and/or leading projects as required.

d. Assisting in research as required

e. Make reservations as appropriate for meetings and/or travel

f. Develop and maintain both manual and digital filing systems for the office

3. Pipeline creation and monitoring

a. Work with COO re pipeline tool - initially excel-based. Assist COO in sourcing/implementing a CRM

b. Ensure all active prospects are on pipeline and kept up-to-date by relevant sales professional

c. Pull statistics and reports as necessary from pipeline

4. Event coordination and digital liaison

a. Coordinate all events re venue, refreshments, entertainment, invitations, follow-up

b. Liaison with partners re marketing, i.e., web page, social media posts, brand awareness activity, linked-In activity, etc.

5. Other duties as assigned

a. We are a small, growing firm which means we all need to recognize where attention and energy are required utilizing initiative and common sense

**Qualifications**:
Minimum five (5) years of experience providing support to an Executive Director or other “C” level executive staff

Completion of post-secondary education in administrative studies, baccalaureate program or relevant work experience.

Advanced keyboarding skills and the ability to use a variety of software programs (including MS Office Word, Excel, PowerPoint, etc.)

Demonstrated ability to work with limited supervision with proven skills in organization and time management.

Ability to handle sensitive and confidential information in a discreet and professional manner.

Superior oral and written communication and proofreading skills.

Life insurance qualifications would be an asset and/or willingness to obtain.

Qualifications and experience within Human Resources would be an asset.

Experience in financial services and/or insurance would be an asset

Experience with project management would be an asset

**Compensation and benefits**:
Compensation competitive and dependent upon experience.

Opportunity for compensation growth significant as office and team expands.

Health benefits available.

Vacation entitlement dependent upon experience.

Pay: $50,000.00-$100,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care

Schedule:

- 8 hour shift

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