Office Administrator

About Us

Wellington Management offers comprehensive investment management capabilities that span nearly all segments of the global capital markets. Our investment solutions, tailored to the unique return and risk objectives of institutional clients in more than 60 countries, draw on a robust body of proprietary research and a collaborative culture that encourages independent thought and healthy debate. As a private partnership, we believe our ownership structure fosters a long-term view that aligns our perspectives with those of our clients.

We are transitioning to a hybrid work environment where both remote work and the office play a critical role. Our vision is a future where all employees are empowered to work flexibly to drive the best outcomes for our clients. Flexible work is a mindset and a core value. Our employees are encouraged to work remotely two days a week as a standard practice and will have flexibility in terms of working hours.

About the Role

THE POSITION

RESPONSIBILITIES

The responsibilities of this job include both general office management as well as administrative support for the Head of Office/Managing Director, Relationship Manager, Account Manager, and their client team in Toronto and Boston.

Administrative/Executive Assistant responsibilities include, but are not limited to:

- Proactive calendar management
- Travel coordination including itinerary, transportation, and hotel and expense reimbursement
- Extensive meeting coordination using Outlook and WebEx; includes liaising with assistants in other Wellington offices and provided added support the broader, non-Toronto based, Canadian relationship team
- Meeting preparation including printing and binding presentations; crafting agendas and distributing briefing memos ahead of client meetings
- Coordinate quarter end client reporting with the Toronto/Boston based client service team
- Assistance with the planning and coordination of investor roadshows in Canada, including the tracking and organization of all logístical details related to the event
- Maintenance of our client relationship management database, Salesforce, including entering meetings, updating contact information and running reports on a routine basis

General office management responsibilities include, but are not limited to:

- Assist in all aspects of managing the Toronto office which may include assistance in launching a permanent location TBD
- Maintain the relationship between Wellington, Regus and the landlord of the building
- General office organization including ordering supplies, keeping areas clean and maintaining relationships with clerical suppliers
- Liaise with property management regarding office set-up and maintenance
- Assist with annual office budget process
- Coordinate Business Continuity Planning (BCP) for the Toronto office with additional support from the Boston office
- General office maintenance tasks including office supply orders, invoicing, etc.
- Work closely with functional managers in real estate operations, events management, technology management, and global security

QUALIFICATIONS

The Office Administrator will ideally have at least 5 - 7 years of relevant professional experience, strong inter-personal skills and is a self-starter. This role is ideal for someone that has an interest in working with our clients all while managing and maintaining our new office in Toronto. An undergraduate degree is preferred. French speaking skills are not required, but will be viewed as a positive.
- Strong business maturity
- Strong interpersonal, verbal, and written communication skills
- Strong service orientation; reliable, consistent, proactive
- Ability to work in a fast-paced environment, prioritizing effectively
- Ability to flex across a wide range of responsibilities
- Attention to detail
- Ability to handle high-level client and prospect contact with good judgment
- Solid work ethic and positive attitude
- Proficiency with Microsoft Outlook, Excel, and Word; willingness and propensity to learn proprietary systems
- As an equal opportunity employer, Wellington Management ensures that all qualified applicants will receive equal consideration for employment without regard to _
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- ace, color, sex, sexual orientation, gender identity, gender expression, religion, creed, national origin, age, ancestry, disability (physical or mental), medical condition, citizenship, marital status, pregnancy, veteran or military status, genetic information or any other characteristic_
- protected by applicable law_
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