Administrative Assistant

• Proactive calendar management own and drive all calendar and meeting schedules (manage various timezones scheduling conflicts send invitations organize meetings etc.).
• Coordinate and oversee the smooth execution of internal and external meetings including space bookings catering A/V requirement etc. also maintaining up-to-date attendee lists for reoccurring meetings. Notetaking as required.
• Manage process and organize an array of documentation and processes including due diligence materials closing documents client reporting capital calls etc.
• Coordinate the processing and execution of legal documents related to acquisitions loans leases etc.
• Coordinate with legal teams on document notarizations and general signatures.
• Liaise with corporate travel agents to coordinate end-to-end travel needs including booking all travel and hotels directions commuting time ground transportation and ensuring itineraries are kept up to date in their respective calendars (ie. including directions commuting time ground transportation).
• Maintain up-to-date personal information i.e. valid passports drivers license Aeroplan numbers credit cards etc. on file.
• Develop executive presentations consolidate and generate reports as required.
• Ensure timely processing of benefits claims and expenses through Concur.
• Represent the leadership team with professionalism and confidence in both verbal and written communications internally and externally.

• A minimum of 5-8 years experience in a similar position.
• A Degree or Diploma in a related field.
• Must be proficient in MS Suite (ie. Word PowerPoint Outlook MS Teams. Excel considered an asset).
• Knowledge of DocuSign Salesforce and Concur are considered an asset.
• Meticulous eye for detail and accuracy.
• Ability to maintain multiple task lists action items files and organization of multiple projects simultaneously.
• Strong calendar management organization time management and prioritization skills.
• Ability to build strong partnerships and maintain relationships externally as well as across the organization.
• A self-starter mindset with the ability to operate independently with minimal supervision and utilize sound judgement when making decisions.
• Ability to create strong relationships across the organization.
• Demonstrate creative thinking and proactively identify opportunities for improvement.
• Exhibit discretion and maintain confidentiality.
• Experience applying practical judgement and showing proactivity.

Required Experience:

Junior IC