Executive Assistant

Job title: Executive Assistant

Job description: Reporting directly to the Head of TSX Venture Exchange (or other members of the Capital Formation Senior Leadership Team (CapForm SLT)), the Executive Assistant, will support the Head of TSXV and certain other members of the Capital Formation SLT. This role will assist in the administration of the day-to-day activities and special projects of the Capital Formation SLT, the coordination of divisional responsibilities, and by providing research and background information vital to facilitate executive action and decision making. This role will require exceptional drafting and proofreading skills.

Key Responsibilities:

• Provide administrative support to the Head of TSX Venture Exchange and other members of the Capital Formation Senior Leadership Team as required
• Drafting correspondence; preparing reports and presentations, tracking and controlling working documents; and providing specialist word processing including preparation of material using Google Slides/PowerPoint, Google Slides/Excel, and other G-suite applications;
• Develop and maintain effective communication networks and working relationships with internal and external stakeholders, including Capital Formation and TMX staff, securities regulators, the Senior Management Team and Board of Directors.
• Sees to the preparation of the Annual Budget, supervises office expenditures, and advises his/her superior about budget issues or any items that are over budget
• Crafting, organizing, and maintaining an effective electronic document file management system
• Coordinating, preparing, and distributing agendas and materials for Department Committee meetings
• Attending and participating in meetings, preparing meeting minutes, and following up on action items;
• Create, design, and maintain operating reports as required ensuring comprehensive information and analysis along with timely delivery
• Ensure accuracy and integrity of data, information through analysis, research, and collaboration with Divisional staff;
• Coordinate travel arrangements, flight and hotel accommodations as necessary
• Respond to telephone calls, determine the importance of all incoming calls, provide and acquire information as vital, resolve issues where possible and follow up on messages and/or redirect inquiries to appropriate staff
• Prepare attendance, expense, and business development reports
• Provide vacation/absence support across the Admin Support team

Qualifications:

• Post-secondary education in Business Administration or related field
• 4-7 years of demonstrated administrative assistant experience in financial services, securities, or the legal industry would be considered an asset
• Demonstrated experience and skills providing support to an Executive Team in a financial/legal environment
• Outstanding written communication and proofreading skills, and document processing experience
• Ability to create and manage reports, memoranda, compose and edit letters or other documents; ability to build and manage filing systems.
• Proven ability to prioritize and handle multiple tasks in a professional, high-pressure senior executive environment in an effective and timely manner, while maintaining the utmost integrity and confidentiality
• Demonstrated time management skills with the ability to organize self, set priorities, and meet critical timelines
• Ability to easily adapt to rapidly changing technology and systems, familiarity with digitization and automation processes considered an asset.
• Knowledge of Salesforce CRM and Communities considered an asset
• Strong experience with Google Suite and Microsoft Office presentation tools
• Judgment is exercised in completing tasks with a minimum of supervision, maintaining integrity and confidentiality of function, meeting timelines and service standards

TMX is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it.

Company: TMX Group

Expected salary:

Location: Vancouver, BC

Job date: Tue, 22 Jun 2021 22:28:09 GMT