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Administrative Assistant

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Fidelity Canada

Dec 2, 2024

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Banking & Finance
  • Toronto
  • Quick Apply

AI generated summary

  • You need 1-3 years of admin experience in finance, post-secondary education, strong MS Office skills, excellent communication, and ability to maintain confidentiality with discretion.
  • You will manage calendars, schedule meetings, prepare materials, handle invoices, assist with onboarding, and respond to inquiries while providing general administrative support.

Requirements

  • * Current work authorization for Canada is required for all openings.
  • * 1 - 3 years of experience in an administrative role, preferably in the financial services/mutual fund industry.
  • * Post-secondary education or equivalent work experience.
  • * Excellent verbal and written communication skills
  • * Excellent organizational and planning skills
  • * Ability to maintain confidentiality and demonstrate considerable use of tact, diplomacy, discretion and judgment
  • * Team player with good interpersonal skills
  • * Strong computer skills in MS Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat

Responsibilities

  • Manage calendar for management team members as required
  • Meetings are scheduled and appropriate follow-up conducted (who has accepted, declined, should meeting be rescheduled based on who declines etc.). There are up to 5-6 calendars to manage at a time (with various degrees of complexity)
  • Meeting conflicts are identified and prioritized as necessary
  • Meeting material is prepared and available in a timely manner
  • Meeting rooms are properly equipped (LAN access, room-set-up etc.)
  • Provide general administrative support such as invoice payment, completing requisitions, filing and expense reporting
  • Purchase Requisitions for the Finance and Corporate Services team are submitted on time and accurately
  • Invoices/ payments adhere to corporate guidelines and timeliness
  • MACs (Move, Add, Change) are completed and are followed-ups to ensure completion
  • Travel itineraries are prepared and available in a timely manner
  • T&E reports are submitted on time and accurately
  • Assist with the onboarding of new joiners to the team
  • Submit MACs (Move, Add, Change) requests and followed-ups to ensure completion
  • Coordinate the equipment and software requirements for new joiners
  • Maintain Day 1 Welcome package and assist with first day introduction and tours
  • Prepare and revise reports and databases as required
  • Assists with the tracking of various performance measures on behalf of the team (reporting inventory, sick & vacation days, etc..)
  • Departmental e-mail distribution lists are up to date
  • Plan and coordinate meetings, special functions and events, both on and off-site
  • Arrangements for equipment (computers, LAN access) have been made and are tested to ensure functionality
  • Catering is set-up and clean up is arranged, as necessary
  • Respond to internal and external inquiries and requests for information
  • Gathers all relevant information from requestor
  • Directs inquiries to the appropriate person(s)
  • Explains policies and procedures
  • Provide reception relief when requested by Human Resources
  • Acts as first point of contact for external visitors
  • Provides phone support
  • Assists with scheduling of meeting rooms

FAQs

Do we support remote work?

Yes, we do remote work in a hybrid format.

Is current work authorization for Canada required for this position?

Yes, current work authorization for Canada is required for all openings.

What is the main function of the Administrative Assistant role?

The Administrative Assistant provides various coordination and administrative services to the management team, acting as the first point of contact for all administrative needs, requests, and inquiries.

What type of experience is preferred for this role?

1 - 3 years of experience in an administrative role, preferably in the financial services or mutual fund industry, is preferred.

What educational qualifications are required for this position?

Post-secondary education or equivalent work experience is required for this position.

What skills are essential for the Administrative Assistant role?

Essential skills include excellent verbal and written communication, organizational and planning skills, ability to maintain confidentiality, and strong computer skills in MS Office and Adobe Acrobat.

What kind of benefits does Fidelity offer?

Fidelity offers comprehensive health benefits starting on your first day, company contributions to your group RRSP, a parental leave top-up, generous time off policy, and various professional development opportunities.

How does Fidelity foster a diverse and inclusive workplace?

Fidelity is committed to fostering a diverse and inclusive workplace and considers all qualified applicants for employment regardless of various legally protected grounds.

Is accommodation available during the application process?

Yes, accommodations are available on request for candidates participating in the selection process.

What awards has Fidelity received?

Fidelity has received numerous awards including Canada's Top 100 Employers, Greater Toronto's Top Employers, and Great Place To Work® Certified, among others.

Are there opportunities for professional development?

Yes, Fidelity offers extensive professional development opportunities, including access to over 11,000 training courses, tuition reimbursement, and monetary rewards for completing required designations.

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Fidelity Canada

Finance
Industry
1001-5000
Employees
1987
Founded Year

Mission & Purpose

Fidelity Canada provides investment management services, offering a wide range of mutual funds, ETFs, and other financial products to help individuals and institutions achieve their financial goals. Their mission is to build better financial futures by delivering superior investment solutions, backed by in-depth research and expert management. Fidelity is committed to supporting investors with innovative strategies and personalized service, ensuring they can navigate complex markets and grow their wealth with confidence.