Executive Assistant and Office Coordinator* Toronto

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At La Caisse:

• We value your unique contribution to a world-class team.

• We give you work that allows you to flourish and excel.

• We offer opportunities to learn from experts who generously share their knowledge.

• We are fully invested so that you can fulfil our mission every day.

Over the years, we have built a strong culture based on four pillars: ambition to push ourselves further, accountability to bring our convictions to life, openness to grow through creative ideas, and collaboration to drive us toward the best outcomes.

Job description

*Temporary 14 months

Reporting to the Managing Director, Private Credit Real Estate -Toronto, the incumbent will support and assist the managers of the office and will second the office coordinator when it comes to office management and general coordination. Overall, the candidate will contribute to the rigorous management of the logistics and files of the Private Credit team in the Toronto office as well as promoting collaboration and teamwork.

In this role, the executive assistant will work closely with the other offices globally and especially with the Montreal office. He/she will establish and maintain courteous and respectful relationships with in-house and external partners and will contribute to the achievement of their objectives.

What you will do

Management Support

• Receive, sort and deliver mail to team members daily, and process outgoing domestic and international mail;

• Provide administrative support to the team: manage the schedule and/or the emails of senior members of the office by sorting and emphasizing priorities, by scheduling dates for appointments and meetings, by directly organizing the less important subjects, and ensuring the necessary follow-ups;

• Organize the domestic and international business travel of members of the team, including all conferences, seminars and forums;

•  Prepare the expense reports of managing directors and senior directors and submit it in a timely manner;

• Book meeting rooms, register and welcome visitors and notify the team member concerned;

• Regularly update contact lists for members of the team, update Outlook Distribution Lists with the arrival and departure of employees;

• Circulate approved documents;

• Complete every other related task that the team leader may assign or that is required by his functions.

Office Administration (as a backup and/or in conjunction with coordinator depending on tasks)

• Ensure the proper functioning of office spaces, resources, and services for the correct performance of the daily activities by the company’s employees;

• File and maintain records in an orderly and secure fashion;

• Handle the payment of invoices from the initiation of purchase orders;

• Coordinate activities with the head office including active participation in various meetings including but not limited to payments, risk management, security and communication;

• Contribute to the optimization of monitoring methods by promoting the use of effective tools and/or improving processes;

• Maintain the inventory of office supplies, replenish supplies when necessary and order business cards for team members, as requested;

• Carry out administrative follow-up, manage deadlines and track all requests made to the team;

• Coordinate the provision of coffee and lunch service during business events;

• Organize files and ensure they are maintained in an orderly, secure fashion;

• Maintain an inventory of supplies and ensure procurement.

What makes you unique

• Strong work ethic and good sense of customer service;

• Meticulous and produces highest quality work product;

• Eager to learn new things proactively to make work life efficient for team;

• Rigorous;

• Strong and collaborative interpersonal skills and dynamic attitude;

• Flexible and available;

• Sense of responsibility and priorities, reliability and diligence;

• Energetic and multi-tasker;

• Willing to go the extra mile;

• Organized;

• Autonomous;

• Sense of confidentiality;

• Good communicator;

• Proactive.

What you bring

• Bachelor degree in any discipline – (Finance, HR, Marketing, Operations Management);

• Minimum 5 years of experience in similar functions;

• An equivalent combination of education and experience will be considered;

• Excellent proficiency of general IT tools, particularly MS Outlook (particularly in Calendar Management) Word, Excel and PowerPoint software;

• Knowledge of Concur and Sharepoint considered an asset;

• Proficient with use of IT and technology;

• Sound knowledge of budgetary concepts and processes;

• Excellent proficiency in English: spoken and written;

• Knowledge of French an asset.

Feeling that my role is important. Having fun every day. Growing in step with my ambitions. Earning compensation that reflects my contribution. That’s the professional experience La Caisse offers!

We carefully review each application and directly contact those selected for an interview.

La Caisse offers equal employment opportunities to everyone. Women, visible/ethnic minorities, Indigenous people and individuals with disabilities are all encouraged to apply. If you’re interested in this job but you don’t meet all the criteria, apply anyway!
La Caisse is also committed to promoting equity, diversity and inclusion as key values and sees them as a source of enrichment and pride for all its employees. Please let us know if you require adopted measures for the recruiting process.

La Caisse represents the Caisse de dépôt et placement du Québec and its subsidiaries.