City : Montreal - 1190 av. des Canadiens-de-Montreal

Category : Full time

Industry : Technology & Financial Services

Employer : TMX Group

Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets.  United as a global team, we’re connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

Now Hiring: Executive Assistant

Reporting directly to the President, Regulatory Division at the Montréal Exchange, the candidate will, with minimal direction, provide administrative support and organizational assistance to all services within the Regulatory Division. This individual will also liaise with internal and external contacts and provide particular administrative support to the Chief Legal Officer, Regulatory Division.

This position is hybrid : Minimum 3 days/week at the office

Key Accountabilities:

1. Administrative support:

• Provide quality control on written documents produced by Division staff;

• Timely and accurate processing of Division circulars, bulletins and other forms of public communication;

• Process invoices;

• Maintain billing table for external lawyers, members of the disciplinary committees;

• Act as secretary to the disciplinary committees (as necessary);

• Prepare expense reports;

• Keep organized books and records, update and manage Google Drive for Division staff, including disciplinary files for Legal Affairs, Regulatory Division;

• Prepare agendas for meetings and record minutes;

• Ensure active monitoring of deadlines;

• Support preparation of documentation for the Division’s Oversight Committee;

• Organize internal/external meetings (ex. management meetings, disciplinary committees, Coordination Committee);

• Assist with the organization of internal training sessions;

• Manage Division calendar; 

• Perform other related duties as required.

2. Events Coordination:

• Assist with the coordination of industry or social events;

• Coordinate Division hosted events (ex. Compliance Forum) with suppliers and other participants (coordinated with technical, catering, etc.);

• Liaise with corporate communications to complete the timely booking of venues;

• Liaise with staff and co-presenters to ensure the timely preparation of presentation materials;

• Liaise with external contacts to coordinate the registration process;

• Coordinate travel arrangements;

• Greet and assist workshop participants.

3. Reception:

• Welcome visitors by greeting and directing them;

• Maintain security by following procedures and issuing visitor badges.

Must Have (s):

• College diploma in administrative studies with a minimum of five years experience in a senior administrative role in a corporate environment;

• Excellent written and verbal communication skills;

• Positive attitude and reliability;

• Proficient in Google Suite of Products, Microsoft Office;

• Ability to think proactively and be a team player;

• Exceptional organizational skills;

• Sensitivity to confidential matters and discretion is essential;

• Self-starter, ability to work independently;

• Willingness to contribute ideas to make process improvements;

• Personal initiative, professional manner and customer service focused; and,

• Experience in event management, and/or project management (an asset).

In the market for…

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection - With site hubs in some of the world’s most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact - More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led Team Impact spreads social good via our giving strategy.

Wellness - From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger “we”. Plus, with a cloud-first and hybrid workstyle, as well as generous time-off and leaves, we support a life well lived! 

Growth - From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.

Ready to enrich your career with impactful work, leaders who truly care, and the flexibility and programs to help you thrive as part of #TeamTMX ? Apply now.

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.