Senior Management Assistant and Office Coordinator

March 2 2020
Categories Administrative, Clerical, Administrative assistant, Office manager
Montreal, QC
Role Summary:

As the Senior Management Assistant and Office Coordinator, you will provide administrative support to the senior management team of the Montreal Exchange and its clearinghouse, CDCC, as well as support day to day business activities of the TMX Group Montreal office. You will also work closely with the Executive Assistant to the President of the Montréal Exchange and the President of CDCC to support him/her with his/her responsibilities.

Key Accountabilities

  • Manage the agenda of senior management members and optimize time management;

  • Manage the coordination and booking of business trips for senior management team members (flights, hotels, meetings, etc.);

  • Assist senior management team members with various administrative tasks (redirecting calls, correspondence management, business presentations preparation, budgeting, etc.);

  • Organize internal and external business meetings, including interacting with internal and external meeting attendees;

  • Coordinate internal events (staff meeting, offsite, etc…), including supporting, from time to time, participation of staff located in remote offices, including Toronto, London and Hong Kong;

  • Manage the team-wide event calendar, organize and coordinate some of those events, and maintain the collective event spreadsheet;

  • Coordination with other departments and external service providers for organizing business meetings and events to ensure they run smoothly: Coordination of timely content production with the Marketing department, Ensuring proper IT support is available with the IT department, Catering orders and other external service providers;

  • Coordinate and support the organization of the monthly Options Day Event, and attend the event as coordinator and administrative support;

  • Perform data entry tasks and generate basic business reports, for example: Budget Tracking for the Sales team, Expenses reports;

  • Support sales staff with Salesforce management: Management of distribution/client lists, Time to time support with high volume of data entry (contact information, leads, opportunity, etc…);

  • Perform basic bookkeeping activities, update the accounting system, and perform financial reconciliation (commercial programs, billing, invoice processing, etc);

  • Act as backup support to run the monthly billing cycle of Montreal Exchange and CDCC;

  • Support other team members with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.);

  • Provide assistance to the President of the Montreal Exchange and the President of CDCC in the absence of the Executive Assistant.

Skills and Experience

  • 5-year experience in a similar position;

  • Highly organized and competent, professional attitude, committed to quality work;

  • Outstanding communications skills, both in form and substance, with a wide range of different interlocutors;

  • Proactive and dynamic approach, congeniality and strong interpersonal skills;

  • Resourceful, efficient, flexible and good judgment;

  • Ability to work independently as well as in a team environment;

  • Experience with Excel (intermediate level).

TMX is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it.

Apply now! network