Administrative Assistant

The Citco Group; Halifax; On-site; CAD 42,000 - 54,000; Full time

Benefits offered by this job

Benefits package

Training & education support

Flexible working arrangements

Job summary

Citco Group is seeking an Administrative Assistant to support our Halifax office with on-site operations five days a week. You will provide essential administrative support to the local senior management team and assist the Office Manager in running the office efficiently.

Key tasks include travel bookings, expense reports, meeting logistics, calendar management, document preparation and liaison with internal/external contacts. Strong communication and Microsoft Office skills are required.

Qualifications

• Minimum 2 years administrative experience in a professional office environment.
• Excellent organizational, prioritization and time management skills.
• Strong verbal and written communication skills with excellent interpersonal abilities.
• Proficiency in Microsoft Excel, Word, PowerPoint and Outlook.
• High attention to detail, proactive in nature and client service orientation.
• Ability to work independently and as part of a team.

Responsibilities

• Book travel arrangements and complete expense reports.
• Arrange meeting and event logistics (calendar invites, room bookings, catering; prepare and distribute agendas; record minutes).
• Prepare correspondence, documents and reports using various software packages.
• Maintain the calendar of the Managing Director and other senior staff.
• Liaise with internal and external contacts on behalf of the Managing Director.
• Prioritize and redirect email, mail and phone calls.
• Assist with day-to-day office administration, facilities and special projects.
• Support reception duties during lunch breaks and cover reception in absence of receptionist.
• Participate in committee meetings (Occupational Health & Safety).

Skills

Administrative experience

Organizational skills

Time management

Verbal and written communication

Team player

Independent worker

Professionalism

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

Job description

About Citco

Citco is a global leader in fund services, corporate governance and related asset services with staff across 50 office locations worldwide. With more than $1.8 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients’ needs.

For more information about Citco, please visit www.citco.com

About the Team & Business Line:

Citco Group provides services to our Citco Group of Companies and helps business to succeed in client service excellence.

As a valuable member of our Office Overhead team, you will work closely with internal stakeholders and cross-functional teams to support business operations and help them to achieve their goals.

The role will be on-site 5 days a week.

Your Role:

The Administrative Assistant provides administrative support to various members of the local senior management team and supports the Office Manager in ensuring the Halifax office runs efficiently.

• Book travel arrangements and complete expense reports.
• Arrange meeting and event logistics such as calendar invites, room/venue bookings, catering; prepare and distribute agendas; record meeting minutes.
• Prepare correspondence, documents and reports using various software packages.
• Maintain the calendar of the Managing Director, and other members of the senior management team as requested.
• Liaise with internal and external contacts on behalf of the Managing Director as required.
• Prioritize and redirect email, incoming mail and telephone calls.
• Assist with day-to-day office administration, Facilities and special projects as required.
• Lend support to other members of the Administration team, which will include covering the reception desk during lunch breaks and providing back up reception duties in the absence of receptionist
• Participate in committee meetings, such as the Occupational Health & Safety Committee.

About You:

• Minimum 2 years administrative experience in a professional office environment
• Excellent organizational, prioritization and time management skills
• Strong verbal and written communication skills coupled with excellent interpersonal skills
• Proficiency in Microsoft Excel, Word, PowerPoint and Outlook
• High attention to detail, proactive in nature and strong client service orientation
• Proven ability to work independently and as a part of a team
• High level of professionalism and the ability to deal effectively with all levels in the organization
• Ability to work on-site Five (5) days Monday - Friday on a weekly basis.

Our Benefits

Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We embrace diversity, prioritizing the hiring of people from diverse backgrounds. Our inclusive culture is a source of pride and strength, fostering innovation and mutual respect.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.