Administrative Assistant

1 month ago

Toronto, Canada Healthcare of Ontario Pension Plan Full time

Why you’ll love working here:

high-performance, people-focused culture

our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves

membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security

competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, and newly extended maternity/parental leave top of 26 weeks)

optional post-retirement health and dental benefits subsidized at 50%

yoga classes, meditation workshops, nutritional consultations, and wellness seminars

access to an annual wellness reimbursement program for health and wellness-related expenses for permanent and temporary employees

the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

The Administrative Assistant is responsible for providing administrative support to the HOOPP Private Capital team (“HCP”) (Investment Management) in the delivery and execution of key activities and initiatives. HCP is a fast-paced team that invests in Private Credit and Private Equity.

As the Administrative Assistant, you will contribute to the team’s overall success by ensuring efficient operations. Responsibilities will include schedule maintenance, coordination of meetings and events, travel arrangements, attendance record keeping, invoice and expense reporting, maintaining files, and other general administrative tasks as assigned. The ideal candidate is resourceful, takes initiative, is a good problem solver, and is well-organized. They enjoy collaborating with others, are service oriented, and can work in a confidential manner with a high degree of discretion.

What you will do:

Coordinate day-to-day administration, scheduling, and support for the HOOPP Private Equity team, including the following:

Maintain daily calendar and schedule for members of the of the HCP teamCoordinate meetings for the HCP team, which includes the preparation of agendas and distribution of materials for weekly team and investment committee meetingsOrganize global travel logistics, including accommodation, flights, ground transportation, and related tax/visa forms with HOOPP’s travel vendorPrepare and process expense and reimbursement reports in adherence with HOOPP policiesManage the team shared calendar to ensure awareness of team travel and time-offFacilitate onsite visitor logistics including arranging for meeting rooms, guest registration, and catering needsRespond to inquiries, internally and externally, ensuring appropriate actions, dissemination of information, and follow up as necessaryProcess corporate-related invoices with the Accounts Payable and Accounts Receivable teamsOrganize special events or meetings onsite investor Board meetings, team events, etc.), including meeting logistics, catering arrangements, ensuring technical equipment setup, etc.Assist in onboarding of new employees (completing forms for tech and desk setups, access to appropriate drives, etc.)Administer team subscriptions and memberships, ensuring timely renewalsMaintain updated contact and investor portal distribution lists for the teamCollaborate with all levels of staff across HOOPP to coordinate activities

What you bring:

University or college education or equivalent3 - 5 years administrative support experience in a corporate business environment, ideally in an investment management settingStrong verbal and written communication skillsAttention to detail and a commitment to thoroughnessProficiency in corporate software (Outlook, Word, Excel, PowerPoint, Adobe Acrobat Pro) and video conferences (Teams meetings, Zoom)Ideally proficient in productivity software such as Concur Travel, DocuSign, Workday, etc.Strong prioritization and organizational skills with demonstrated experience in multi-tasking and co-ordination, including an ability to manage multiple assignments, priorities, and deadlinesCollaborative and a strong team player with “can do” attitudeHigh level of professionalism and ability to work in an environment where accuracy, confidentiality, quality, tact, and time sensitivity is essentialAbility to work independently with minimum supervision

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