Executive Assistant

Job Description:

Our client within investment management requires an Executive Assistant to join their team. The Executive Assistant will play a crucial role in supporting the Head of Institution by managing their daily activities, facilitating effective communication, and ensuring seamless operations across multiple tasks and projects. This role requires someone who is proactive, highly organized, and able to handle sensitive and confidential information with discretion. The successful candidate will also play a key role in the firm’s Private Client Group (PCG) and Institutional divisions, helping to foster client relationships, manage schedules, and contribute to the overall success and growth of both areas.

Responsibilities:

Executive Support:

• Inbox Management: Full access and management of the executive’s inbox, prioritizing and flagging important communications, ensuring that time-sensitive matters are addressed promptly.
• Task Management: Coordinate and manage tasks and deliverables, ensuring that delegated responsibilities are clearly assigned to the team while keeping track of progress.
• Calendar Management: Oversee both internal calendar management and coordination with external entities, including potential affiliate partners.
• Travel & Expenses: Organize global travel for the executive (flights, accommodations, transportation, etc.), manage monthly expense reporting, and ensure that all details are meticulously planned and executed.

Private Client Group (“PCG”):

• Client Experience: Serve as a “chief experience officer,” building strong, trusted relationships with Ultra High Net Worth (UHNW) clients and ensuring they associate a high level of excellence with the firm.
• Client Event Execution: Take the lead in imagining, planning, and executing client events, with the freedom to develop new and creative ways to connect with our PCG clients.
• Calendar & Document Management: Manage the executive’s calendar obligations for PCG-related meetings, ensuring all commitments are met and document flows are well-organized across teams and stakeholders.
• CRM Proficiency: Utilize CRM tools to track client interactions and ensure that key client information is always up-to-date and accessible.
• Meeting Coordination: Act as the point person for booking and coordinating meetings with PCG clients, ensuring smooth communication and efficient scheduling.
• Team Integration: Play an essential role in integrating and coordinating with new teams, ensuring cross-functional collaboration between the executive, the PCG team, and other internal stakeholders.
• Event Innovation: Participate in an ambitious event schedule designed to deepen relationships with PCG clients. This offers a unique opportunity to be a part of shaping and executing innovative client engagement activities.

Institutional Support:

• Client Onboarding: Oversee the onboarding process for Separately Managed Accounts (SMAs), ensuring that all necessary documentation and processes are completed smoothly.
• Report & Schedule Management: Ensure that quarterly reports and value-add materials are completed on time and align with the firm’s strategic goals.
• Collaterals & Materials: Assist in managing presentations and collateral materials, ensuring all documentation is prepared, updated, and ready for client meetings.
• Organizational Support: Organize internal Team Channels and assist in warehousing institutional knowledge and documentation to facilitate easy access and information sharing.
• External Coordination: Coordinate with external firms, managing client and partner meetings and ensuring smooth event execution for institutional clients.

Qualifications:

• Strong Interpersonal Skills: Ability to build strong relationships with both internal teams and external clients, particularly UHNW clients, and foster a high level of trust and respect.
• Confidentiality: A high degree of discretion and the ability to handle sensitive, confidential information with integrity.
• 5+ Years of Experience: Extensive experience in an executive assistant or similar role, particularly in a financial services or investment management environment.
• Business Acumen: A strong understanding of business operations, client management, and project coordination.
• Problem-Solving & Initiative: Proactive in identifying challenges and working through obstacles to achieve results.
• Driven & Diligent: Self-motivated, taking pride in the work and actively seeking opportunities to contribute to the firm’s success.
• Proactive Planning & Execution: Ability to anticipate needs, plan ahead, and execute complex tasks with minimal supervision.
• Entrepreneurial Mindset: An ambitious, self-starter with a willingness to take ownership of new initiatives, treating each division as a standalone business that requires growth and care.

Requirements:

• 5+ years of experience in an executive assistant or senior administrative role, ideally within financial services, investment management, or a client-facing business.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and CRM software (Salesforce).
• Strong written and verbal communication skills, with the ability to interact effectively with senior executives, clients, and external partners.
• Experience with travel management, expense reporting, and calendar coordination.
• Ability to work independently, manage multiple tasks, and thrive in a fast-paced, high-pressure environment.
• Bachelor’s degree or equivalent experience preferred.

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.