Executive Assistant

We are currently seeking a highly dependable, polished, results-oriented professional to fill the role of Administrative Associate. Reporting directly to the CEO, the successful candidate will be responsible for complex and confidential administrative assignments in support of the Executive. This individual will have the ability to fully anticipate the needs of the CEO, remain calm under pressure, and will possess excellent communication and time management skills. The Administrative Associate is the ultimate team player, highly organized, and focused on key tasks that contribute to allowing the CEO more time to focus on growing our business.

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.

Managing the schedule for the CEO – liaising with internal and external stakeholders
Send mass emails and invitations to groups via Constant Contact
Assure compliance with office admin-related documents, processes & 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 powerpoint slide decks
Update Review Meeting slide decks for clients – running portfolio summary reports, etc.
Attending client meetings 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
Perform financial administrative tasks (i.e., Prepare emails and letters for clients)
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:
Education & Experience
Post-secondary education in office/business administration preferred. A combination of education and experience will be considered.
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