Administrative Associate

Company Description

Value Partners Investments manages approximately $3.8 Billion of assets for clients across Canada. The Executive Assistant plays a critical role in ensuring the appropriate flow of work and communications between the President of the company, the Executive team, Board of Directors, and our clients.

You have a strong desire to help people, you would enjoy joining a team where our best days come from knowing we have helped our clients live their fullest life. Our job can be technical and precise, but our joy comes from supporting our exceptional client base, whom we’ve built close trusted relationships with.

**Job Description**:
**Responsibilities**

**Essential**:

- Extensive experience working in an administrative or clerical role
- Managing the schedule for the President of Value Partners Investments - liaising with internal and external stakeholders
- Coordinating travel bookings and assist in travel expense management
- Assure compliance with office admin related documents, process & procedures
- Answer telephone and electronic enquiries and relay telephone calls and messages
- Assisting in preparing for client meetings, including running reports (i.e., transaction statements, client review summary download from Salesforce) and then creating power point slide decks
- Update Review Meeting slide decks for clients - running portfolio summary reports, etc.
- Attending client meeting to take notes of the meeting
- Committing to rigorous follow-up after all client meetings including creating client service requests for transactions
- Maintaining client files, ensure that all documentation and notes are captured
- Proactively maintaining current knowledge of policy and procedure changes within the firm and industry
- Coordinating, managing and assisting with the planning and execution of internal and external meetings and events.
- Book Client Events by coordinating with our event manager to ensure meeting room/location is booked, create client event invitations (through Canva or by collaborating with our in-house marketing team) and send out via Constant Contact and manage RSVPs.
- Conducting research as required
- Other miscellaneous duties and special projects as assigned

**Qualifications**:
**Qualifications**

**Education & Experience**
- Post-secondary education in office/business administration preferred.
- A combination of education and experience will be considered.
- A minimum one year of administrative experience, preferably in finance
- Completion of CSC considered an asset
- Experience recording and preparing minutes and agendas
- Experience managing electronic calendars to schedule and coordinate meetings
- Experience handling sensitive and confidential documents and coordination of communications

**Technical Knowledge**
- Experience in an administrative assistant capacity
- Experience with Client Service is essential
- Above average keyboarding (accuracy)
- Excellent letter writing (grammar) skills
- A high level of proficiency in Microsoft Office tools, experience with financial tools an asset
- Technical fluency with the ability to learn and adapt to new technology effectively

**Skills & Abilities**
- Strong listening skills & the ability to follow through
- Must have exceptional problem-solving skills
- Excellent customer-focused attitude with the ability to build collaborative working relationships and commitment to providing extraordinary service to high-net-worth clients
- Advanced organizational skills, adept at managing and prioritizing multiple tasks with competing deadlines
- Excellent verbal and written communication skills
- A demonstrated, reliable worth ethic with the ability to manage multiple, competing priorities
- An ability to adapt quickly to changing needs and work requirements
- Entrepreneurial spirit with a creative outlook and resourceful nature

Additional Information

Comprehensive health, dental and vision benetits

Health & Wellness Spending Account

4% Matching RRSP allocation

Great workplace culture