Executive Assistant
Executive Assistant
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Job Description
The Executive Assistant plays a critical role in ensuring the appropriate flow of work and communications between the President of the company the Lead Investment Counsellor the Executive team Board of Directors and our clients. We are currently seeking a highly dependable polished resultsoriented professional to fill the role of Executive Assistant. Reporting directly to the President of Value Partners Investments and supporting our Lead Investment Counsellor the successful candidate will be responsible for complex and confidential administrative assignments. This individual will have the ability to fully anticipate the needs of the President and Lead Investment Counsellor remain calm under pressure and will possess excellent communication and time management skills. The Executive Assistant is the ultimate team player highly organized and focused on key tasks that contribute to allowing the President more time to focus on growing our business.
You have a strong desire to help people and 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 weve built close trusted relationships with.
Responsibilities
Essential:
- Extensive experience working in an administrative or clerical role
- Manage the schedule for the President of Value Partners Investments and the Lead Investment Counsellor liaising with internal and external stakeholders and proactively prioritizing time allocation
- Coordinate travel bookings and assist in travel expense management
- Send mass emails and invitations to groups via Constant Contact
- Assure compliance with office admin related documents process & procedures
- Answer telephone and electronic enquiries and relay telephone calls and messages
- Assist in preparing for client meetings including running reports (i.e. transaction statements client review summary download from Salesforce) and then creating power point slide decks
- Prioritize client update meetings based on existing segmentation and service model commitments
as well as regulatory requirements - Prepare slide decks for client meetings with current reports pulled from Salesforce as well as material from other sources running portfolio summary reports etc.
- Attend client meeting to take notes of the meeting
- Commit to rigorous followup after all client meetings including creating client service requests for transactions and recording client meeting notes in Salesforce
- Maintain client files ensure that all documentation and notes are captured
- Proactively maintain current knowledge of policy and procedure changes within the firm and industry
- Perform financial administrative tasks (i.e. Prepare emails and letters for clients)
- Coordinate manage and assist with the planning and of internal and external meetings and events
- Book Client Events by coordinating with our event manager to ensure meeting room/location is booked creating client event invitations (by collaborating with our in house marketing team) and sending out via Constant Contact. Manage tickets food and beverage orders RSVPs and expense tracking for events
- Conduct research as required
- Other miscellaneous duties and special projects as assigned
Qualifications :
Education & Experience:
- Postsecondary education in office/business administration preferred. A combination of education and experience will be considered
- Extensive experience working in an administrative role preferably in finance
- Experience with Client Service is essential
- Completion of CSC considered an asset
- Experience managing electronic calendars to schedule and coordinate meetings
- Experience in handling sensitive and confidential documents and coordination of communications
Technical Knowledge:
- 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
- Experience with Calendly Concur Copilot Constant Contact and Salesforce are all desirable
Skills and Abilities
- Strong listening skills and the ability to follow through
- Exceptional problemsolving skills
- Excellent customerfocused attitude with the ability to build collaborative working relationships and commitment to providing extraordinary service to highnetworth 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
Additional Information :
Comprehensive health dental and vision benefits
Health and wellness spending account
4 matching RRSP allocation
Great workplace culture!
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
