Executive Assistant (Mat Leave Contract)

Job Description:

Our client within investment management requires an Executive Assistant to join their team on a contract basis for 14 months to cover a maternity leave. This role is responsible for performing a wide variety of administrative, executive and overall support duties for the Executives, VP Finance, and the President (“Executives”) as well as provide support to the finance department and shareholders.

Responsibilities:

Executive Support

• Arrange, schedule and co-ordinate meetings and appointments for the Executives. Handle the logistics including boardroom set-up and clean up.
• Prepare and edit correspondence, presentations and reports for the Executives.
• Maintain Outlook’s contact data base for the Executives.
• Arrange and co-ordinate all travel arrangements for the Executives.
• Maintain accurate and complete limited partner registry.

Accounting and Finance

• Manage VISA expense supporting documentation for Executives and prepare the monthly expense coding report required by the finance department.
• Process donations through the foundation and prepare and maintain donation report.
• Complete monthly credit facility compliance and assist with banking relationship as required.
• Review tenant expenses and month end reports.
• Manage and co-ordinate Leaf and Raptor tickets including invoicing.
• Prepare invoices to investment companies for recoverable travel expenses.
• Maintain Controls and Procedures including Corporate Accounts and Access.
• Prepare deposits as required and deliver to the bank for processing.
• Compile annual tax information for Diamond family’s tax accountants.
• Assist Diamond family with personal expenses, insurance, donations and general administrative support as requested.
• Prepare Closer Connection for Diamond family and file with IRS.
• Maintain petty cash float.

Administrative Duties

• Organize and distribute quarterly and annual reports for company Funds and quarterly board packages.
• Distribute capital call notices and distribution notices for company Funds
• Plan Annual General Meeting for the company Funds.
• Maintain accurate and complete information filing system (filing cabinets and shared online filing) for all investments and entities.
• Maintain the offsite corporate records.
• Circulate all incoming mail and manage all outgoing mail.
• Reception duties (approximately 1.5 hours per week).
• Manage the procurement of office supplies.
• Manage the procurement of office furniture under the guidance of the Controller.
• Manage the procurement of information technology needs under the guidance of the Controller.
• Maintain the safety deposit box located at TD Canada Trust.
• Provide general administrative support for the Executives and finance department as requested.
• Provide administrative support to members of the Diamond family as requested.
• Relief for Accounting Manager when unavailable.
• Additional related duties as required.

Qualifications:

• Excellent written and verbal communication skills.
• Impeccable character references.
• Computer literacy (Excel and Word skills)
• Strong organization skills with the ability to prioritize multiple requests efficiently.
• Superior time management skills with the ability to work in an environment with changing demands (work environment shifts quickly from low volume to high volume).
• A team player with the ability to work independently and think proactively.
• Must be accustomed to work that is highly confidential.
• At least three years of experience in a corporate business environment.
• Education minimum, related College diploma.
• Full time in office commitment required

To apply, upload your resume and complete the required information in the “Apply For The Job” section located to the right of the posting. Alternatively, quote the position title and email your resume to: Bailey; b.brown@tdspersonnel.com

If you are already registered with TDS Personnel please contact your Consultant.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.