This position provides administrative support to the High Conviction Equities team within the Equities department. Responsibilities include managing calendars; coordinating meetings; making conference and travel arrangements; coordinating expenses and planning team activities and events.

Who You’ll Work With

Reporting to the Managing Director, you will be providing a wide range of support to the employees within the High Conviction Equities team.

What You’ll Do

• Provide calendar support for 12 team members, arranging appointments, meetings, travel, conference calls, expenses, etc.

• Assist with onboarding/new hire process, and coordinating organizational details

• Prioritize and coordinate meetings and team events.

• Handle travel itineraries for the team

• Lead group registrations for conferences, flights and hotels for the department

• Process and record invoices for the department

• Prepare monthly expense reports

• Plan and coordinate team meetings

• Review and prioritize incoming correspondence for the team

• Greet visitors and answer general inquiries

• Support corporate events and Corporate Events Specialist when needed

• Arrange catering for team meetings

• Manage calendars, using knowledge of departmental timelines and priorities to effectively manage demand for time

• Provides administrative support and interacts with management within and outside of Ontario Teachers’, comfortably communicates with partners, vendors and visitors while handling confidential and critical details.

• Identify and bring forth items requiring immediate action

• Maintain an advance degree of confidentiality along with excellent judgment and discretion.

• Applies judgment with full understanding of urgency and priorities of the business, routinely needing to multi-task with little to no direction.

​​What you’ll need

• Professional certificate, College diploma or University degree

• Excellent communication, organizational, and analytical skills, specifically related to time management, budgets and events

• Demonstrates ability to be proactive, take initiative, exercise good judgment, discretion and confidentiality in all tasks

• Comfortable multi-tasking and able to deliver results under tight deadlines with an occasionally non-traditional work schedule

• Maintains confidentiality and acts with discretion with a high degree of maturity/professionalism with senior leadership

• Builds relationships with assistant community as well as with internal/external leaders and other team members

• Proficient using MS Office Suite

• Adobe Creative Suite

• Familiar with various digital tools and new technologies

• 5 years of experience working in a dynamic, high-volume corporation or agency with demonstrated experience supporting executives and event planning

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