Executive Assistant/Office Manager

Do you want your voice heard and your actions to count?

Discover your opportunity with Mitsubishi UFJ Financial Group (MUFG), one of the world’s leading financial groups. Across the globe, we’re 150,000 colleagues, striving to make a difference for every client, organization, and community we serve. We stand for our values, building long-term relationships, serving society, and fostering shared and sustainable growth for a better world.

With a vision to be the world’s most trusted financial group, it’s part of our culture to put people first, listen to new and diverse ideas and collaborate toward greater innovation, speed and agility. This means investing in talent, technologies, and tools that empower you to own your career.

Join MUFG, where being inspired is expected and making a meaningful impact is rewarded.

Job Description

The Executive Assistant will work directly with the CEO and all office staff and will be responsible for performing administrative tasks, such as travel booking; expense management; coordinate executive visits, plus other duties. The EA role is also in charge of managing the office.

Support to CEO of MUFG Securities Canada and to CCAO of MUFG Bank Canada:

• Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and travel.
• Prepare, edit, and format reports, presentations, correspondence, and other documents.
• Screen and respond to emails, phone calls, and other communications on behalf of the executive.
• Coordinate logistics for internal and external meetings, including preparing agendas and taking minutes.
• Make travel arrangements and prepare detailed itineraries, including accommodations, transportation, and expense reports.
• Track and follow up on important tasks, projects, and deadlines.
• Assist with confidential and sensitive matters with the highest level of discretion.
• Support special projects and perform other administrative duties as assigned.

Responsibilities:

Office Support:

• Act as a point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Screen and direct phone calls & distribute correspondence
• Maintain contact list for CEO and Directors’
• Suggest more efficient ways to run the office and troubleshoot malfunctions
• Manage Uber account for group
• Manage/Coordinate office repairs/service
• Manage contract & price negotiations with vendors (onboarding, sourcing)
• Manage office supplies/furniture
• Manage BCP for office
• Manage Health & Safety for office
• Coordinate catering for meetings
• Maintain office files
• Assist/lead/manage special projects as required

Finance:

• Manage invoice payments for Securities as required
• Maintain costs; seek ways to reduce costs (office supplies, equipment, vendors/service providers)
• Manage expenses & process expense reports for all Securities employees on a monthly basis

Qualifications:

• 3-5 years experience as an EA for senior executives
• Office Management experience an asset
• Ability to work independently

• Proficient in Microsoft Office (Word, Excel, Powerpoint)
• Proficient in Adobe Acrobat
• A proactive approach to problem-solving with strong decision-making skills
• Strong interpersonal skills and the ability to build relationships with key stakeholders

Education:

• Bachelors degree in Administration considered an asset

The typical base pay range for this role is between $79K - $96K depending on job-related knowledge, skills, experience, and location. This role may also be eligible for certain discretionary performance-based bonuses and/or incentive compensation. Additionally, our Total Rewards program provides colleagues with a competitive benefits package (in accordance with the eligibility requirements and respective terms of each) that includes comprehensive health and wellness benefits, retirement plans, educational assistance and training programs, income replacement for qualified employees with disabilities, paid maternity and parental bonding leave, and paid vacation, sick days, and holidays. For more information on our Total Rewards package, please click the link below.

MUFG Benefits Summary

The job description and related application pertains to an opportunity with either MUFG Bank, Ltd., Canada Branch (“MUFG Bank Canada”) or MUFG Securities (Canada), Ltd. (“MUFG Securities Canada”). The job description relates to the general nature, scope, quantity and quality of work contemplated for the position. Other duties and responsibilities not specifically described may be assigned from time to time, consistent with knowledge, skills and abilities of the incumbent. The receipt of an application by either MUFG Bank Canada or MUFG Securities Canada, as applicable, does not imply or guarantee employment.

Each of MUFG Bank Canada and MUFG Securities Canada is an equal opportunity employer.

• As a federally regulated entity, MUFG Bank Canada is required to comply with applicable laws which prohibit discrimination based on protected grounds and which require accommodation to individuals in accordance with the requirements outlined in the Canadian Human Rights Act and the Canada Labour Code. Where MUFG Bank Canada obtains information relating to protected grounds under the Canadian Human Rights Act as part of the application process, it does so to monitor and otherwise evaluate its own compliance with such legislation and associated regulatory requirements; MUFG Bank Canada does not use such information for decision making purposes relating to the position contemplated in this application.

 

• As a provincially regulated entity, MUFG Securities Canada is required to comply with applicable laws which prohibit discrimination based on protected grounds and which require accommodation to individuals in accordance with the requirements outlined in the Human Rights Code (Ontario) and the Employment Standards Act (Ontario). Where MUFG Securities Canada obtains information relating to protected grounds under the Human Rights Code (Ontario) as part of the application process, it does so to monitor and otherwise evaluate its own compliance with such legislation and associated regulatory requirements; MUFG Securities Canada does not use such information for decision making purposes relating to the position contemplated in this application.