Senior Administrative Assistant

TMX; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading company in financial services is seeking a Senior Administrative Assistant to support the President of TSX Trust. This role involves managing the office, coordinating events, and providing administrative support to the senior leadership team. Ideal candidates will have extensive experience in a corporate environment, strong organizational skills, and proficiency in office software.

Qualifications

• 4-7 years of experience supporting senior executives.
• Proficiency with Google Suite and Microsoft Office.
• Strong organizational skills with attention to detail.

Responsibilities

• Provide administrative support to the President, TSX Trust.
• Coordinate and manage executive events.
• Assist with preparation of board materials.

Skills

Proactive thinking

Team collaboration

Excellent written communication

Organizational skills

Time management

Education

Post-secondary education in Business Administration

College diploma in administrative studies

Tools

Google Suite

Microsoft Office

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?

Reporting directly to the President, TSX Trust, the Senior Administrative Assistant role is an integral part of the TSX Trust team. This role manages the office of the President, assists in the administration of day-to-day activities and special projects of the TSX Trust senior leadership team, coordinates divisional responsibilities, and manages research and background information vital for executive decision-making. Additionally, the role leads the coordination and management of executive events for the TSX Trust leadership team, including staff events, board and executive events, and client functions.

Key Accountabilities :

1. Provide administrative support to the President, TSX Trust, and other staff as needed
2. Collaborate on projects aligned with the strategic objectives of TSX Trust
3. Liaise with internal and external contacts on behalf of the President, including scheduling and confirming meetings
4. Respond to calls, determine their importance, provide vital information, resolve issues, and follow up or redirect inquiries
5. Coordinate, prepare, and distribute agendas and materials for department SMT and committee meetings
6. Attend meetings, prepare minutes, and follow up on action items
7. Assist with preparation of board materials
8. Coordinate and attend TSX Trust events, including business development, client, and staff social events
9. Manage corporate events with suppliers and participants
10. Assist with the preparation of the Annual Budget, monitor office expenditures, and advise on budget issues
11. Arrange travel, flights, and accommodations as necessary
12. Prepare attendance, expense, and business development reports
13. Liaise with the Capital Formation team for event coordination
14. Organize and maintain electronic document management systems, including meeting minutes, templates, and policies
15. Manage maintenance of the TSX Trust intranet site
16. Maintain and update contact databases for communication with clients and industry contacts
17. Assist with communication preparations and distributions to clients and external contacts

Must haves :

• Post-secondary education in Business Administration or related field, or a College diploma in administrative studies with relevant experience
• 4-7 years of experience supporting senior executives in a corporate environment
• Proficiency with Google Suite and Microsoft Office, especially Word, Excel, and PowerPoint
• Proactive thinking and team collaboration skills
• Excellent written communication, drafting, proofreading, and document management skills
• Strong organizational skills with attention to detail
• Ability to prioritize multiple tasks in a high-pressure environment while maintaining confidentiality
• Effective time management and ability to meet deadlines
• Judgment exercised with minimal supervision to meet standards and timelines

Nice to haves :

• Familiarity with evolving technology, digitization, and automation
• Knowledge of Salesforce CRM and Communities
• Understanding of the securities industry is a plus

In the market for…

• Excitement - Engage with emerging technology, innovation, and digital finance shaping future markets
• Connection - Leverage multicultural hubs for global impact and belonging
• Impact - Contribute to mission-critical systems driving economic growth and social good
• Wellness - Experience a culture of flexibility, leadership, and work-life balance
• Growth - Be part of a team energized by achievement and expansion