GTS Administrative Assistant

TMX Group; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A leading technology and services company in Toronto is seeking an experienced Administrative Assistant to provide comprehensive administrative support to its Global Technology Services team. The ideal candidate will have at least three years of experience in a fast-paced environment, exceptional organizational skills, and a strong focus on accuracy. This hybrid role offers the opportunity to support key leadership while ensuring efficient operations.

Qualifications

• Minimum of three years of experience in an administrative assistant role.
• Detail oriented with strong focus on accuracy.
• Exceptional written and verbal communication skills.

Responsibilities

• Prepare, edit, and format various documents for GTS.
• Proactively manage complex calendars for GTS leadership.
• Coordinate meetings including agendas, minutes, and action items.

Skills

Organizational skills

Communication skills

Problem-solving

Time management

Attention to detail

Education

College diploma in administrative studies

Tools

Google Suite

Job description

Overview

Administrative Assistant - Global Technology Services. Join to apply for the Administrative Assistant - Global Technology Services role at TMX Group.

This role reports to: Chief Information Officer (interim). We are seeking a highly organized, proactive and detail-oriented Administrative Assistant to join our Global Technology Services (GTS) team. This vital role is responsible for providing comprehensive administrative support to at least three of the GTS leadership team members and to back up the Executive Assistant to the Chief Information Officer, ensuring the efficient and smooth operation of daily activities.

Location: This role is hybrid (2 - 3 days / week in the office) – based in Toronto, ON.

Key Accountabilities

• GTS Office Support & Document Preparation: Prepare, edit, and format various GTS documents, including presentations, reports, spreadsheets, org charts and internal communications, ensuring accuracy and professional presentation. Support with preparing reports in risk, BCP, regulatory, vendor management, strategy / budget, Board and governance management.
• Calendar & Schedule Management: Proactively manage three complex calendars, schedule meetings and appointments, and coordinate logistics to optimize time for GTS leadership.
• Meeting Coordination: Organize and coordinate meetings (team meetings, project reviews, town halls), including agendas, minutes, and action items; arrange technology such as video conferencing.
• Travel & Expenses: Coordinate domestic and international travel arrangements; prepare and submit expense reports for the leaders supported.
• Communication Management: Act as a primary point of contact, manage email correspondence, draft professional communications, and redirect inquiries as appropriate internally and with external vendors.
• Office Operations Support: Assist with general office administrative tasks, including ordering supplies, managing invoices, coordinating facility requests, and supporting new employee onboarding.
• Event Management: End-to-end event management for team functions, town halls, and onsite events at TMX locations; coordinate with admins at local sites; occasional travel may be required.
• Budget Support: Provide administrative support for budget-related activities, including tracking departmental expenditures and assisting with basic budget reporting for cost centers.
• Team Collaboration: Support team members with administrative tasks and contribute to special projects as needed.
• Ad-Hoc Duties: Perform other related administrative duties as assigned by leadership.

Must Have(s)

• Minimum of three (3) years of experience in an administrative assistant role, preferably in a corporate or technology-focused environment.
• College diploma in administrative studies with experience in a corporate environment.
• Detail oriented with a strong focus on accuracy.
• Exceptional written and verbal communication skills with the ability to build positive relationships at all levels.
• Highly resourceful and proactive problem solver who can work effectively with minimal supervision.
• Committed to a sense of urgency, pride in work quality, and maintaining strict confidentiality.
• Proven ability to manage time, prioritize tasks, and meet deadlines in a fast-paced environment.
• Flexibility and adaptability to changing priorities in a fast-paced environment.
• Professional presence and ability to represent the office of Chief Information Security Officer.

Nice to Have(s)

• Strong proficiency with Google Suite

Additional Information

Please note that our company is not currently sponsoring work permit applications and the applicant must be authorized to work in the country where this position is located. TMX is committed to creating and sustaining a collegial work environment with diversity and accommodations for applicants and employees who require it.

J-18808-Ljbffr