Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets. United as a global team, we’re connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

TheExecutive Assistant to the TMX CFOprovides superior, high-quality executive level operational and administrative support, reporting directly to the Chief Financial Officer of TMX Group. This position is a member of the group of Executive Assistants who support the Senior Management Team of TMX.

This position is responsible for effective and efficient administration, ensuring an organized and smooth running practice for the Office of the CFO.

The Executive Assistant will be a point of contact for all internal and external business needs with a high level of professionalism, confidentiality and in a manner that reflects positively on the organization. The individual will have a high degree of interaction with high-level contacts including the Board of Directors, the Senior Management Team, external industry contacts and other stakeholders.

This role is hybrid (2-3 days/week in the office) - based in Toronto, ON.

Key Accountabilities:

Proactive day-to-day executive administrative support for the Office of the CFO which includes:

• Deliver sophisticated calendar management to coordinate and manage an active, complex calendar for the CFO - booking meetings and appointments (resolving scheduling issues, prioritizing requests while avoiding conflicts), organizing attendance across time zones, and making any necessary travel arrangements.
• Effectively manage multiple tasks and priorities in a fast-paced environment.
• Prepare internal and external correspondence (emails, letters, memos, expense submissions, communications, presentations, etc.) with a high level of accuracy in a timely manner.
• Oversee all incoming and outgoing communications - review correspondence and initiate action where possible.
• Manage complex international travel itineraries for CFO, and attendance at various meetings and workshops, meticulously aligning schedules with Investor Relations requirements, high-stakes conferences and Board obligations.
• Manage the secure distribution of sensitive Audit Committee Board materials through the Diligent Board portal with precision and strict confidentiality.
• Oversee various philanthropic initiatives, including TMX Cycles and TMX Walks for a Cause, including logistics management, inventory management, vendor coordination, team communication and volunteer leadership.
• Screen incoming telephone calls, emails, messages; take and deliver accurate messages.
• Coordinate large format meetings, business communications, conferences and seminars as required (preparing agendas, catering, booking venues, developing agendas, coordinating invitees, set up, etc.)
• Orchestrate a complex cadence of recurring leadership meetings for the CFO and Finance senior leadership, overseeing weekly, monthly and quarterly sessions including high-priority, board-level engagements with the Audit Committee Chair and cross functional team updates.
• Management of contacts and files.
• Manage sensitive matters and correspondence with a high level of discretion, confidentiality, and good judgment.
• Respond to and resolve general and confidential inquiries, working closely with other internal departments, as well as external contacts.
• Liaise with the senior management team.
• Keep the CFO updated and anticipate the CFO’s needs in advance of meetings, ensuring accurate meeting/informational materials are provided as needed.
• Support technical needs, particularly related to coordinating virtual meetings on platforms including Google Meet, Webex, Microsoft Teams, and Zoom.
• Administration of business expenses and vendor invoices as required.
• Coordinate and complete various special projects and assignments, and provide other general administrative and support duties as requested or needed.

Must have(s):

• A minimum of 10 years of relevant experience supporting a senior executive.
• Exceptional written and verbal communication skills, demonstrating a high level of confidence and professionalism.
• Superior organizational ability with a meticulous eye for detail, accuracy, and problem-solving, including being attuned to schedules and preparing files in advance of meetings.
• Adept relationship acumen to confidently handle and navigate complex situations with a wide range of stakeholders (e.g., business partners, clients, Board members), exercising a high degree of discretion, judgment, and prioritization.
• Proven self-starter who takes initiative, manages multiple competing responsibilities, and maintains a high quality of work with flexibility and adaptability in a fast-paced environment.
• Able to work within a team of Executive Assistants to coordinate enterprise work and activities.
• Familiarity with Microsoft Suite, Google Suite, and Adobe Suite, as well as online collaborative tools (e.g., Google Meet, Microsoft Teams, Webex, and Zoom).

Salary Range: 80,000/year - 92,000/year CAD

Please note that the salary range included is a guideline only. The salary offered may vary based on factors, including, but not limited to, the successful candidate’s relevant knowledge, skills, and experience.

The recruiting efforts for this role are intended to fill a vacant position.

In the market for…

Excitement- Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection- With site hubs in some of the world’s most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact- More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-ledTeam Impactspreads social good via our giving strategy.

Wellness- From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger “we”. Plus, with a cloud-first and hybrid workstyle, as well as generous time-off and leaves, we support a life well lived!

Growth- From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.

Ready to enrich your career with impactful work, leaders who truly care, and the flexibility and programs to help you thrive as part of #TeamTMX ? Apply now.

Please note that our company is not currently sponsoring work permit applications and the applicant must be authorized to work in the country where this position is located.

TMX is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it.