Senior Administrative Assistant

Job Description

Grade: S4

Referral Level: Level 1

Division: IGM-HR

IGM Financial Inc. is one of Canada's leading diversified wealth and asset management companies with approximately $271 billion in total assets under management. The company provides a broad range of financial planning and investment management services to help more than two million Canadians meet their financial goals. Its activities are carried out principally through IG Wealth Management and Mackenzie Investments.

Under IGM Financial’s unique business model based on leading brands and multi-channel distribution strategy is Mackenzie Investments, founded in 1967. Mackenzie Investments is a holistic asset-management partner for thousands of Canadian financial advisors and the investors they support.

At Mackenzie Investments You Can Build Your Career with Confidence.

We have a vision and a strategy that will challenge the way business in this industry is done and help Canadians be successful in the ways that mean the most to them. As part of our team, you will do some of your best work, develop some of your most valuable skills and give back in ways that make a difference in the lives of Canadians. We are proud to be recognized as one of Canada’s Top Employers by Mediacorp Canada Inc. for empowering our employees with the tools to thrive, while also providing resources to ensure physical and mental wellness were put front and centre.

Join an unstoppable team that is embedded in continuous learning, understanding, and knowledge sharing. You will thrive in our supportive environment where you can indulge your curiosity to learn, while receiving the feedback you need to refine your skills and abilities. We are dedicated to offering a hybrid work environment when applicable.

The Human Resources Department at IGM Financial is looking for a Senior Administrative Assistant to join the team in the Toronto location. The successful candidate will provide administrative support to the Human Resources department. The ideal candidate will be responsible for:

Job Duties

• Provides confidential senior level administrative support services to the Human Resources Leadership team to include:
• Heavy Calendar management and scheduling of meetings
• Co-ordinating travel arrangements and preparing expense reports
• Providing support and acting as a resource on assignments
• Provides status reports on projects and other matters, tracks issues; prepares meeting packages and agenda, action lists, and minutes; organizes documentation (paper or electronic)
• Prepares correspondence, reports and presentations
• Coordinates scheduling of new employee onboarding for HR and prepares related materials
• Facilitates the set up of workspaces and equipment requirements
• Coordinates and helps to organize special projects and divisional/departmental meetings and other adhoc events as required
• Responsible for filing confidential paperwork
• Coordinating invoice payments
• Responsible for ordering office supplies and organizing departmental maintenance (copiers, facilities)
• Manage system access requests using SNAP
• Assist in the HR Connect mailbox by responding to employment verification requests, and other inquiries as time permits
• Providing back-up to the Executive Assistant, CHRO as required

Qualifications:

• A minimum of 5+ years’ experience as an Administrative Assistant; experience working within a Human Resources team is an asset
• Maintains a positive atmosphere and fosters an open-door philosophy
• Excellent communication skills, both verbal and written with excellent interpersonal skills to interact with individuals at all levels of the organization (bilingual in the French language is an asset)
• Service oriented with strong relationship management skills
• Ability to work independently and as part of a great team
• Ability to handle confidential information in a tactful and professional manner
• Exceptional technology skills and digital savvy; able to support becoming paper-free, utilizing technology for document management, team collaboration, etc. required
• Proficient with MS Office (Microsoft Word, Outlook and Power Point) at the advanced level, specific to PowerPoint using info graphics; intermediate Excel
• Flexible and able to perform in a fast paced, changing environment
• Outstanding organizational, planning and prioritization skills, and ability to multi-task to manage/prioritize multiple projects simultaneously required
• Ability to meet deadlines with strong follow-up skills required

Please apply by April 18, 2025.

We thank all applicants for their interest in Mackenzie Investments; however, only those candidates selected for an interview will be contacted.

Mackenzie Investments is an accessible employer committed to providing a barrier free recruitment experience. If you require an accommodation or this information in an alternate format at any stage of the recruitment process, please reach out to the Talent Acquisition team who will work with you to meet your needs.