Administrative Assistant

Citco Group of Companies; Halifax; Hybrid; CAD 42,000 - 54,000; Full time

Benefits offered by this job

Benefits

Training & education support

Flexible working arrangements

Job summary

Citco Group of Companies in Halifax is seeking an Administrative Assistant to support the local senior management team and assist the Office Manager in keeping the Halifax office running smoothly.

The role entails booking travel, coordinating meetings and events, preparing reports, and managing calendars. You will liaise with internal and external contacts, handle emails and calls, and support day-to-day operations on-site five days a week.

Qualifications

• 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 interpersonal skills.
• Proficiency in Microsoft Excel, Word, PowerPoint and Outlook.
• Ability to work on-site five days a week.

Responsibilities

• 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 senior managers.
• Liaise with internal and external contacts on behalf of the Managing Director.
• Prioritize and redirect email, incoming mail and telephone calls.
• Assist with day-to-day office administration, facilities and special projects.
• Lend support to other administrative team members, including reception coverage.
• Participate in committee meetings, such as the Occupational Health & Safety Committee.

Skills

Administrative experience

Microsoft Office

Calendar management

Travel coordination

Written communication

Education

High school diploma

Tools

Excel

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.