Office Administrator

Wellington Management   •  

Toronto, ON

5 - 7 years

Posted 236 days ago

This job is no longer available.

RESPONSIBILITIES 
The responsibilities of this job include both general office management as well as administrative assistant support for the Managing Director, Account Manager, and Analyst.

Administrative/Executive Assistant responsibilities include, but are not limited to:
•    Diligent coverage of telephone lines
•    Proactive calendar management
•    Travel coordination including itinerary, transportation, and hotel and expense reimbursement
•    Extensive meeting coordination using Outlook and WebEx; includes liaising with assistants in other Wellington offices and provided added support the broader, non-Toronto based, Canadian relationship team
•    Meeting preparation including printing and binding presentations; crafting agendas and distributing briefing memos ahead of client meetings
•    Coordinate quarter end client reporting with Boston based client service team
•    Assistance with the planning and coordination of investor roadshows in Canada, including the tracking and organization of all logistical details related to the event 
•    Maintenance of our client relationship management database, Salesforce, including entering meetings, updating contact information and running reports on a routine basis

General office management responsibilities include, but are not limited to:
•    Assist in all aspects of opening the Toronto office to ensure a smooth transition for all involved
•    Maintain the relationship between Wellington and the landlord of the building
•    General office organization including ordering supplies, keeping areas clean and maintaining relationships with clerical suppliers 
•    Liaise with property management regarding office set-up and maintenance
•    Assist with annual office budget process 
•    Coordinate Business Continuity Planning (BCP) for the Toronto office with additional support from the Boston office
•    General office maintenance tasks including office supply orders, invoicing, etc.  

QUALIFICATIONS    
The Office Administrator will ideally have at least 5 – 7 years of relevant professional experience, strong inter-personal skills and is a self-starter. This role is ideal for someone that has an interest in working with our clients all while managing and maintain the opening of our new office in Toronto. An undergraduatedegree is required. French speaking skills are not required, but will be viewed as a positive.  

A qualified candidate will also possess the following: 
•    Strong business maturity 
•    Strong interpersonal, verbal, and written communication skills
•    Strong service orientation; reliable, consistent, proactive 
•    Ability to work in a fast-paced environment, prioritizing effectively
•    Ability to flex across a wide range of responsibilities  
•    Attention to detail  
•    Ability to handle high-level client and prospect contact with good judgment 
•    Solid work ethic and positive attitude 
•    Proficiency with Microsoft Outlook, Excel, and Word; willingness and propensity to learn proprietary systems

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