Administrative Assistant

Job summary

Provide administrative and strategic support to institutional investment leaders by managing calendars, meetings, travel, expenses, presentations, and events. Maintain records and compliance tracking, support special projects, and provide backup assistance to administrative colleagues.

Job details

COMPANY STATEMENT: Founded in Toronto in 1962, Guardian Capital Group Limited (Guardian) is a global financial services company, which provides investment management services to institutional, retail and private high and ultra-high-net-worth clients through its subsidiaries. Guardian is headquartered in Canada and operates in Canada, the United Kingdom, the United States and the Caribbean. Guardian is a wholly owned subsidiary of Desjardins Global Asset Management Inc., which is part of the Desjardins Group. To learn more about Guardian, visit www.guardiancapital.com. JOB STATEMENT: We are looking for an Administrative Assistant to provide administrative and strategic support to our Institutional Investment leaders at our head office in downtown Toronto. This role will be a true partner in the business and involve extensive organizing, coordinating, planning, and collaborating. The successful candidate will be a forward-thinking team player with a high degree of professionalism, confidentiality, discretion, and judgment. A keen eye for detail with a service-oriented attitude is also essential. ESSENTIAL FUNCTIONS: Executive & Administrative Support Manage complex calendars, schedule meetings, and coordinate logistics for assigned leaders. Coordinate internal and external meetings, including agenda preparation, meeting materials, catering, and follow-up on action items. Prepare, submit, and reconcile expense reports. Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and conference registrations. Assist with presentation preparation, printing, binding, and meeting logistics. Coordinate team events, client events, and departmental meetings. Maintain records, files, and documentation in accordance with company policies. Provide backup support to other Executive Assistants, Administrative Assistants, Reception, and Office Services as required. Additional Responsibilities Support conference and event tracking. Maintain compliance reporting and annual tracking activities. Assist with special projects and other duties as assigned. QUALIFICATIONS: Post-secondary education Minimum of 5 years of experience in an Administrative Assistant role or other relevant experience Bilingual (French/English) candidates preferred Previous financial services experience preferred Excellent and top-notch skills and experience in the entire MS Office Suite Experience in problem-solving and data analysis Ability to manage confidential information with a high degree of diplomacy Excellent organizational and time-management skills Ability to work independently, manage multiple tasks and projects and meet deadlines Critical thinking skills and initiative to consistently deliver quality work. Detail oriented and accurate Excellent analytical and problem-solving skills Strong communication and organizational skills Professional attitude and customer centric COMPENSATION: The base salary range is expected to be between $65,000 - $75,000, with eligibility for a discretionary bonus.

What you’ll do

Provide administrative and strategic support to institutional investment leaders by managing calendars, meetings, travel, expenses, presentations, and events. Maintain records and compliance tracking, support special projects, and provide backup assistance to administrative colleagues.

Requirements

Requires post-secondary education and at least five years of administrative assistant or relevant experience; financial services experience is preferred. Candidates should have strong Microsoft Office skills, organization, communication, analytical and problem-solving abilities, sound judgment, discretion, and the ability to manage multiple priorities independently.

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Data analysis · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Critical Thinking · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Meeting Coordination
• Travel Coordination
• Expense Reporting
• Event Planning
• Presentation Preparation
• Records Management
• Microsoft Office
• Problem-Solving
• Data Analysis
• Confidentiality
• Diplomacy
• Organization
• Time Management
• Critical Thinking
• Communication

Job areas

• Administrative
• Finance & Accounting
• Management & Leadership

More jobs from Guardian Capital Group