Executive Assistant

TMX; Montreal; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in the financial sector is seeking an experienced Administrative Assistant to provide high-quality operational support to senior leaders in their Montreal office. The ideal candidate will have excellent communication skills, be bilingual in French and English, and possess strong organizational abilities. This role involves managing calendars, coordinating meetings, and assisting with event logistics, all while maintaining a high level of professionalism and discretion.

Benefits

Generous time-off and leaves

Flexible work culture

Empathetic leadership

Qualifications

• Minimum of three years experience in a senior administrative role.
• Bilingual, fluent in French and English.
• Experience in event management and/or project management is an asset.

Responsibilities

• Provide operational and administrative support to multiple executives.
• Coordinate logistics for meetings, seminars, and events.
• Manage complex travel schedules for executives.

Skills

Communication

Organizational Skills

Bilingual

Customer Service

Education

College diploma in administrative studies

Tools

Google Suite

Microsoft Office

Salesforce

DOCS Open

Job description

Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets. United as a global team, we're connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

Role Summary :

Reporting directly to the Vice President, Business Management, Strategy and Derivatives Trading Operations, the candidate will also support multiple senior leaders and will be a point of contact and liaison providing support to our leaders and employees in the Montreal office.

This position will, with minimal direction, provide high-quality operational support, administrative support and organizational assistance. The candidate will have a high degree of communication with high-level contacts including the Senior Management Team, internal and external industry contacts.

Key Accountabilities :

Proactive day to day administrative support which includes :

• Provide operational support, administrative support and organizational assistance to multiple executives and senior leaders;
• Prepare internal and external correspondence (emails, letters, expense forms, communications, etc.) with a high level of accuracy in a timely manner;
• Oversee all incoming and outgoing communications - Review correspondence and initialize action where possible;
• Deliver calendar management to coordinate and manage an active, complex calendar - booking meetings and appointments (resolving scheduling issues - prioritizing requests while avoiding conflicts), organizing attendance across time zones;
• Coordinate logistics of attendance at various meetings, seminars, workshops, special projects or events as needed;
• Coordinate meetings, business communications, conferences and seminars as required (preparing agendas, catering, booking venues, developing agendas, coordinating invitees, set up, etc.).
• Provide quality control on written documents produced by staff;
• Timely and accurate processing of company bulletins and associated letters;
• Processing of invoices and preparing expense reports;
• Preparing the agendas for meetings;
• Assist with updating and file management for department staff;
• Follow up and prepare internal summary outlining remediation undertaken by Issuers;
• Assist with preparation of department monthly statistical reports;
• Manage complex travel schedule including making travel arrangements, flight and hotel accommodations as necessary and facilitating logistics for the executives meeting schedule.

Events Coordination support which includes :

• Assist with the coordination of, and attend business development and exchange social events (including room booking, onsite tech coordination, catering, etc.);
• Coordinate corporate hosted events with suppliers and other participants (coordinated with photography, technical, catering, etc.);
• Liaise with corporate communications to complete the timely booking of venues;
• Liaise with business development associates for the production of brochures and material for different exchange mentorship workshops offered;
• Liaise with staff and co-presenters to ensure the timely preparation of presentation materials and print materials;
• Liaise with external contacts to coordinate the registration process;

Greet and assist external guests;

• Coordinate with other departments for ad-hoc support when needed (signing in guests, desk bookings, room bookings, onsite support from IT and Auxiliaires, etc.);
• Assist with boardroom management and coordination, in liaison with the Auxiliaires team and the Executive Assistant including booking the boardroom on behalf of leaders and employees as well as advise on the required steps / process (Auxiliaires forms, catering, etc.).
• Perform other related duties as required.

Must Have Skills :

• College diploma in administrative studies with a minimum of three years experience in a senior administrative role in a corporate environment;
• Excellent written and verbal communication skills;
• Bilingual, fluent in French and English;
• Positive attitude and must be reliable;
• Proficient in Google Suite of Products, Microsoft Office and experience with Salesforce and DOCS Open (PC DOCS Document Management System);
• Proficient with presentation creation;
• Ability to think proactively and to be a team player;
• Strong organizational skills;
• Strong attention to detail;
• Sensitivity to confidential matters and discretion is essential;
• Self-starter, ability to work independently;
• Willingness to contribute ideas to make process improvements;
• Personal initiative, professional telephone manner and customer service focused; and,
• Experience in event management, and / or project management (an asset).

In the market for…

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection - With site hubs in some of the world's most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact - More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led Team Impact spreads social good via our giving strategy.

Wellness - From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger "we". Plus, with a cloud-first and hybrid workstyle, as well as generous time-off and leaves, we support a life well lived!

Growth - From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.