Executive & Office Coordinator
Executive & Office Coordinator
Posted on :
07-08-2025
Employer Active
1 Vacancy
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Job Description
Job Description:
The Executive & Office Coordinator will be responsible for supporting the firms Co-CEOs and Executive Chairman (SET - Senior Executive Team) in managing day-to-day operations and ensuring the smooth running of the firm. This role involves anticipating needs offering solutions and handling tasks with a high level of professionalism and confidentiality. The successful candidate will be proactive detail-oriented and able to manage multiple projects simultaneously.
Key Responsibilities:
Executive Support:
- Manage individual calendars for the Co-CEOs ensuring each executive is well-informed of upcoming commitments and responsibilities
- Serve as a central point of communication for leadership on various projects tasks and keep all stakeholders informed on essential updates
- Assist in the preparation and dissemination of documents for the SETs execution
- Take notes and prepare minutes for meetings involving SET as requested
- Prepare organize and file various forms of communication; letters agendas emails notes and reports as
- Plan and execute department meetings luncheons and firm events and manage meeting logistics for SET
- Coordinate reservations and travel arrangements for the SET
- Assist with SETs monthly expense filings
- Assist with other tasks for various teams as requested by SET
- Answer screen and direct mainline phone calls
- Oversee the overall functioning of the firms head office including ordering and replenishing all necessary office supplies and maintaining the office environment (i.e. maintain office kitchen and common areas as welcoming tidy and collaborative)
- Serve as the primary point of contact for third parties including but not limited to building management suppliers and delivery services
- Process incoming and outgoing shipments mail and courier deliveries
- Act as a member of the Joint Health & Safety Committee
- Support HR initiatives including maintaining employee data coordinating onboarding and offboarding tasks administrative recruitment support policy maintenance benefits and payroll administration as well as new initiatives
- Provide backup support to other departments and involvement in special projects as assigned for the overall benefit of Hamilton ETFs
Qualifications:
The Executive & Office Coordinator will be proactive adaptable and eager to work in a dynamic environment to support the Senior Executive Team and firms operations. They will have:
- Completion of college diploma or university degree in business administration or another relevant field.
- 3 5 years experience in a similar role executing administrative responsibilities and supporting leadership. Experience in a small financial services firm and in human resources administration an asset.
- Strong proficiency with MS Office (Word Excel PowerPoint Outlook) and Adobe. Experience with signing software (e.g. DocuSign) expense management software (e.g. SAP Concur) and HR systems (e.g. CollageHR).
- Exceptional professionalism communication and interpersonal skills both written and verbal.
- Strong organizational skills with impeccable attention to detail and the ability to manage multiple tasks simultaneously.
- A desire to be part of a team with a strong corporate culture while balancing the need for a high degree of confidentiality and discretion in handling sensitive information.
- Ability to work independently prioritize tasks and complete projects with minimal supervision.
- Exceptional customer service orientation and strong relationship management skills.
- Flexibility to support outside of normal working hours as .
- Bilingual in French is an asset.
Interested in being a part of Hamilton ETFs We look forward to your application!
Hamilton ETFs is committed to meeting the accessibility needs of all applicants throughout the recruiting and selection process. Please inform us if you require any accommodation during the hiring process. We thank all applicants in advance however only those under consideration will be contacted.
Please notewe are only accepting applications from those authorized to work in Canada and we are not currently sponsoring any temporary or permanent work visas.
Required Experience:
Senior IC
Employment Type
Full-Time
Key Skills
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