Administrative Assistant

fil; Toronto; Hybrid; CAD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive compensation

Job summary

Fidelity is seeking an Administrative Assistant to support the management team in a hybrid schedule in Canada. The role requires 1-3 years of experience in administration, strong MS Office skills, and the ability to manage complex calendars and travel arrangements.

You will be the first point of contact for inquiries, assist with onboarding of new joiners, and help with reporting and day-to-day operations within the Fidelity Wealth unit.

Qualifications

• Excellent verbal and written communication skills.
• Excellent organizational and planning skills.
• Ability to maintain confidentiality and demonstrate tact, diplomacy, discretion and judgment.

Responsibilities

• Manage calendar for the management team and coordinate meetings.
• Prepare meeting materials and ensure appropriate follow up.
• Handle travel arrangements and expense reporting.
• Provide general administrative support (invoicing, requisitions, filing).
• Respond to internal and external inquiries and direct to the appropriate person.

Skills

Communication

Organizational skills

Discretion/Diplomacy

Team player

MS Office

Adobe Acrobat

CONCUR for expenses

Education

Post-secondary education or equivalent

Tools

MS Office

Adobe Acrobat

CONCUR

Job description

Job Description

Please note:

Current work authorization for Canada is required for all openings.

You will be working on a hybrid schedule as part of Fidelity's dynamic working arrangement.

This is a regular, full-time opportunity.

Who We Are

At Fidelity, we've been helping Canadian investors build better financial futures for over 35 years. We offer individuals and institutions a range of trusted investment portfolios and services - and we're constantly seeking to find new and better ways to help our clients. As a privately owned company, we boldly embrace innovation in all areas as we continue to grow our business into the future.

Working with us means you'll be part of a diverse and dedicated group of people who make a real difference for our clients and communities every day. You'll have a wide range of opportunities to grow and develop your career in an inclusive environment where you'll feel valued and supported to be your best - both personally and professionally.

Fidelity Wealth is a new wealth management service, designed to support financial advisors with their succession planning and transition to retirement. Our mission is to help financial advisors achieve their own retirement goals with confidence, knowing that their clients will continue to be offered professional financial advice and leading investment management solutions.

To learn more about Fidelity Wealth, please visit: https://www.wealth.fidelity.ca/en/

How You'll Make an Impact

The Administrative Assistant provides a variety of coordination and administrative services to the management team. This role interacts with all levels of the organization as well as external clients/contacts and supports the day-to-day operations of the department by acting as the first point of contact for all administrative needs, requests and inquiries.

Primary responsibilities:

• Manage calendar for management team members as required
• Meetings are scheduled and appropriate follow-up conducted (who has accepted, declined, should meeting be rescheduled based on who declines etc.). There are 6-7 calendars to manage at a time (with various degrees of complexity)
• Meeting conflicts are identified and prioritized as necessary.
• Meeting material is prepared and available in a timely manner.
• Meeting rooms are properly equipped (LAN access, room-set-up etc.).
• Provide general administrative support such as invoice payment, completing requisitions, filing and expense reporting
• Purchase Requisitions for the Finance and Corporate Services team are submitted on time and accurately.
• Invoices/ payments adhere to corporate guidelines and timeliness.
• MACs (Move, Add, Change) are completed and are followed up to ensure completion.
• Travel itineraries are prepared and available in a timely manner.
• T&E reports are submitted on time and accurately.
• Assist with the onboarding of new joiners to the team
• Submit MACs (Move, Add, Change) requests and followed-ups to ensure completion.
• Coordinate the equipment and software requirements for new joiners.
• Maintain Day 1 Welcome package and assist with first day introduction and tours.
• Prepare and revise reports and databases as required
• Assists with the tracking of various performance measures on behalf of the team (reporting inventory, sick & vacation days, etc.)
• Departmental e-mail distribution lists are up to date.
• Plan and coordinate meetings, special functions and events, both on and off-site
• Arrangements for equipment (computers, LAN access) have been made and are tested to ensure functionality.
• Catering is set-up and clean-up is arranged, as necessary.
• .
• Respond to internal and external inquiries and requests for information
• Gathers all relevant information from requestor.
• Directs inquiries to the appropriate person(s).
• Explains policies and procedures.
• Provide reception relief when requested by Human Resources
• Acts as first point of contact for external visitors.
• Provides phone support.
• Assists with scheduling of meeting rooms.

What We're Looking For

1-3 years of experience in an administrative role, preferably in the financial services/mutual fund industry.

Post-secondary education or equivalent work experience.

The Expertise You Bring

• Excellent verbal and written communication skills.
• Excellent organizational and planning skills.
• Ability to maintain confidentiality and demonstrate considerable use of tact, diplomacy, discretion and judgment.
• Team player with good interpersonal skills.
• Strong computer skills in MS Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
• Experience with CONCUR for expenses and travel bookings is an asset.

Total Rewards That Reflect Your Impact

We believe exceptional work deserves exceptional recognition. That's why we offer a competitive compensation package designed to support your success today-and your financial well‑being tomorrow.

For this role, your total rewards include:

• Base Salary and Discretionary Performance Bonus : Total annual cash compensation (b