Executive Assistant

Employment Type: Permanent

Address

30 Adelaide Str, East

Toronto, Ontario, M5C 3G9

Canada

Who We Are

With its global headquarters in Toronto, Canada, International Financial Data Services (IFDS) is a world-leading provider of outsourcing and technology solutions to the financial services industry. IFDS services over 240 financial organizations around the world, providing solutions to a wide range of global asset managers, wealth managers, banks, and insurance companies. With employees and partners located throughout Canada, Europe, and Asia-Pacific, the IFDS enterprise supports more than 17 million accounts with AUA of approximately CAD $4 trillion. IFDS Canada, Ireland, and Luxembourg are 50/50 joint ventures between Boston-based State Street Corporation, one of the world’s leading providers of financial services to institutional investors, and Connecticut-based SS&C Technologies, a global provider of investment and financial software-enabled services and software for the global financial services and healthcare industries.

Imagine yourself at IFDS

Come experience a community like no other at International Financial Data Services (IFDS). We offer work opportunities driven by a passion for creating market leading financial solutions, and a culture that nurtures collaboration, accountability, diversity & inclusion, and continuous learning. We’ll provide you with opportunities to develop your career. From ongoing training and development programs to experiences working with our global financial services partners, you’ll be able to realize your full potential.

Role Overview

The Executive Assistant provides a wide-range of administrative support to the Business Development and Relationship Management (BDRM) team. This position requires a high degree of initiative and judgment in order to anticipate and initiate appropriate action to conserve the Executive time.

Role Responsibilities

Works with BDRM Executives and The Sales Enablement Manager to assist with the Operations of the Sales function, including but not limited to:

• Ensures the effective and timely flow of information to and from the Executives.
• Handles highly confidential and sensitive information that pertains to a variety of business issues, and general administration.
• Calendar Management: Schedules / co-ordinates appointments / meetings and makes all necessary arrangements.
• Distributes information accordingly to other parties / participants as required - both internal and external parties.
• Set monthly, weekly and meetings. Coordinate catering as needed.
• Co-ordinates travel arrangements for Executives and other parties as required.
• Able to develop/maintain an effective filing and documentation system, including CRM.
• Completes expense reports. Reviews expense reports to expedite approval.
• Meetings: Schedules and co-ordinates meetings and corporate functions involving employees, senior-level internal and /or external participants. Anticipates needs and makes necessary arrangements.
• Proactively prepares/packages documentation in advance of meetings and briefings, etc.
• Edits and types correspondence and reports; composes replies as appropriate.
• Collects, consolidates and may summarize data. Formats to facilitate interpretation and / or to highlight key aspects / trends.
• Participates in Customer Events.
• Leads administrative projects; plans and co-ordinates related activities.
• Provides leadership and acts as resource on general administrative matters.
• Mails distribution/coordination for Executives.
  
  

Minimum Qualifications

• Minimum 2-5 years of Administration experience, or experience in Operations. Industry experience in Wealth Management, a Family Office, or another equivalent area of Financial Services is highly preferred.
• Ability to take initiative and support other aspects of Business Development, that are above and beyond the above defined scope, is preferred.
• High proficiency with MS Office-Word, Excel, PowerPoint, and other business software.
• Initiative paired with sound judgment to make decisions within established criteria but not necessarily having a standard procedure to follow.
• Ability to work with numbers (i.e. Accounting and/or math skills). Previous experience with expense management is preferred, but not required.
• Business acumen - full understanding of quality standards relative to office administration. Comfortable with external executives and building rapport with external EA partners.
• Able to work with limited supervision and to take discretionary action as required.
• Communicates with clarity, verbally and in one‑on‑one or group situations, or over the telephone.
• Communicates well in writing by composing clear documents; facility with editing and/or proof-reading is required.
• Professional manner, tact, diplomacy and discretion in dealing with clients, vendors and associates including senior management.
• Organized, methodical - structures workflow in order to accomplish multiple and changing priorities within specified timeframes.
• Able to handle competing priorities - separates the urgent from the important and takes action accordingly and communicate these to others.
• Thorough - makes sure work is done correctly and thoroughly, attentive to details, keeps accurate records.
• Committed - personally involved and dedicated to company’s success. Approaches work assignments in a determined reliable and flexible manner.
• Analytical - takes a logical approach to analyzing problems, conducts research on behalf of Executives, organizes work and planning action.
• Proactive - anticipates and initiates action to meet needs.
• Adaptable - able to work with diverse personalities and styles.
• Flexible - able to work additional hours when appropriate.
  
  

Working Conditions

IFDS is a hybrid working environment. The incumbent may be required to come in more often, on occasion, as needed to support the assigned executives.

AODA Statement

IFDS Canada encourages applications from all qualified individuals. Applicants with disabilities may notify us of any accommodations needed to support your participation in the recruitment process. We wish to thank all applicants for their interest and effort in applying. Please be aware that only candidates selected for interviews will be contacted for this position.

Section: Corporate