Administrative Assistant

**COMPANY DESCRIPTION**

Castle Hall Diligence is a leading specialist in operational, investment risk, ESG and cybersecurity due diligence of alternative and traditional asset managers. With a rapidly growing team of 100, Castle Hall has become the largest, dedicated due diligence organization worldwide, operating from offices in Montréal and Halifax, Canada; Abu Dhabi, UAE; Manila, Philippines; Prague, Czech Republic, and Sydney, Australia. Castle Hall’s core competitive advantage is DiligenceHub, our proprietary online diligence platform, which has helped our clients review diligence across more than 6,000 fund entities.

**RESPONSIBILITIES**

**CEO’s Support**:

- Provide support to the CEO across a full range of administrative functions.
- Maximize the CEO’s time by proactively identifying and taking accountability for all administrative matters.
- Coordinate meetings and conference calls with clients and prospects.
- Maintain and coordinate the weekly agenda.
- Prepare documents and presentations as required.
- Manage travel arrangements.
- Prepare expense reports.
- Perform other administrative tasks as needed to support the CEO.

**HR Support**:

- Assist with the recruitment process by reviewing and filtering resumes and coordinating interviews.
- Prepare and distribute onboarding documents.
- Assist with the preparation of HR reports and data entry.
- Assist employees with benefits-related questions and issues.
- Coordinate with benefits providers to resolve any employee issues.
- Perform other administrative tasks as needed to support the HR department.

**Office Management**:

- Maintain a well-organized and tidy office environment, including managing office supplies and equipment.
- Serve as a main point of contact for internal and external inquires.
- Assist team members as needed.
- Greet visitors, handle inquiries, and provide general assistance to guests and clients.

**DESIRED SKILLS AND EXPERIENCE**
- Bachelor’s degree or equivalent.
- Minimum 3 years of experience in an admin role.
- Excellent verbal and written communication.
- Bilingualism (French and English).
- Proficiency in Microsoft Office Suite.
- Adaptability and flexibility.
- Good judgement and analytical skills.
- Strong time management and organizational skills.
- High level of confidentiality.
- Autonomy and ability to work with deadlines.
- Warm, energetic and engaging personality.
- Experience in the financial services sector is beneficial but not required.

**WHAT WE OFFER**
- An opportunity to be part of a highly successful and growing organization.
- Excellent working conditions in a dynamic work environment.
- Benefits plan including healthcare, healthcare spending account and dental coverage.
- Online wellness portal free to all employees (including fitness, nutrition, meditation and much more).
- Competitive time off for all employees.
- Learning and Development - Reimbursement for relevant designations.
- Castle Hall Diligence is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees._
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**DESCRIPTION DE L’ENTREPRISE**

Castle Hall Diligence est une entreprise de premier plan qui se spécialise dans le contrôle diligent des opérations, des investissements, des enjeux environnementaux, sociaux et de gouvernance et de la cybersécurité des gestionnaires d’actifs traditionnels et non traditionnels. Comptant sur une équipe de près de 90 personnes en pleine croissance, Castle Hall est désormais la plus grande organisation au monde spécialisée dans le contrôle diligent. Nous possédons des bureaux à Montréal et à Halifax au Canada, à Londres au RoyaumeUni, à Abu Dhabi aux Émirats arabes unis, à Manille aux Philippines, et à Sydney en Australie. Castle Hall dispose d’un grand avantage concurrentiel : DiligenceHub, notre plateforme exclusive de diligence en ligne, qui a aidé nos clients à analyser le contrôle diligent de plus de 6 000 entités de fonds.

**RESPONSABILITÉS**

**Soutien - PDG**:

- Soutenir le PDG dans les fonctions administratives.
- Maximiser le temps du PDG en identifiant de manière proactive et en prenant la responsabilité de toutes les tâches administratives.
- Gérer les courriels entrants et les tâches supplémentaires.
- Coordonner les réunions et les conférences téléphoniques avec les clients et prospects.
- Maintenir et coordonner l'agenda hebdomadaire.
- Préparer des documents et des présentations au besoin.
- Gérer l’organisation des voyages.
- Préparer les rapports de dépenses.

**Soutien - Ressources Humaines**:

- Assister dans le processus processus de recrutement et en coordonner les entretiens.
- Préparer et distribuer les documents d’intégration.
- Aider à la préparation des rapports RH et à la saisie de données.
- Aider et assister les employés avec des questions liés aux avantages sociaux.
- Coordonner avec les prestata