Administrative Assistant

Job Title:

Team Profile:
The COO team supports all day-to-day operations for the office. We provide support to key stakeholders. The team interacts with all Divisions through a variety of support tasks ranging from Calendar Management, New Hire Onboarding & Event logistics.

Core functions of the role:

1. Senior Management, Divisional & Committees Support
2. New Hire Onboarding
3. Space Coordination
4. Events / Communications Support & Logistics
5. Update various reports and presentations
6. Maintain various existing SharePoint and intranet sites

Senior Management, Divisional & Committees Support:

• Calendar management - internal/external meetings
• Book Travel arrangements
• Prepare expense reports ensuring they adhere to Firm policies
• Attend and minute meetings
• Hold regular 1-1 meetings with Senior Managers in order to decide priorities/deadlines/projects
• Provide regular updates on work in hand
• Provide regular feedback on problems/issues
• Coordinate Divisional & Committee activities and functions

New Hire Onboarding:

• Check daily report for new hires into Divisions
• Complete new hire set up requests: Desk, IT equipment & locker assignment, ensure new hire accounts are active, requesting ID and log on details
• Weekly New Hire communication to local contacts & hiring managers
• Host weekly New Hire Orientation sessions
• New Hire Orientation Program Planning and support

Space Coordination:

• Coordinate moves as needed
• Update online space management tool
• Desk assignment for all new joiners
• Support large scale project moves as needed

Events & Communication Support:

• Events & logistics
• Assist with various logistical tasks
• Prepare and send communication for local committees and programs as needed
• Minor English/French and French/English translations

Reporting & SharePoint Updates:

• Update and review presentations and reports (PPT & Excel)
• Update & maintain various SharePoint sites & lists
• Update & maintain Jive pages (MS intranet Collaboration Tool)

Projects:
There may be an opportunity to become involved in a variety of Projects; however, this is dependent on workload and priority.

Team Coverage:
Form a working partnership with other team members and other support function teams. Ensure absence cover for own area and provide additional help when possible to other team members.

Skills / Competencies that are essential to the role include:

• Minimum 3 years experience in a relevant role
• Excellent organizational skills and meticulous attention to detail
• Pro-active: identifies other value add areas for Managers over and above day to day tasks
• Identifies areas for improvement and suggests solutions
• Demonstrates willingness to learn about the Firm (helps integration into group)
• Ability to work in a fast-paced environment
• Ability to multitask
• Excellent time/priority management skills
• Good use of initiative, judgment, decision making and discretion
• Flexible & adaptable to change
• Strong team player who is also able to work and deliver on their own
• Ability to prioritize diverse tasks and lead them to timely completion
• Excellent written and verbal communication skills in English and French
• Strong Microsoft Office Suite skills and ability to quickly learn new systems and software

Desired:
- SharePoint