Job Specifications
Global Financial Firm located in Mississauga, ON has an immediate contract opportunity for an experienced Administrative Assistant
"This role is currently on a Hybrid Schedule.
You will need to have reliable internet, computer and android or iphone for remote access into the client systems during remote work.
We will be expected in the office weekly 3 days depending on the team requirement.
****Video/ f2f interviews are required prior to all offers.
Job Title: Administrative Assistant
Responsibilities:
* Directly supports a Senior manager and entire department and site
* Manages day-to-day calendar(s) of Senior management
* Coordinates all aspects of executive level manager appointments, meetings, receptions and conference calls
* Prepare and review materials and correspondence for meetings
* Coordinates travel arrangements; prepare and distribute schedules/agendas for travel
* Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system
* Maintain headcount reports, organization charts, and hiring forecasts;
* Orders supplies and process invoices through procurement systems
* Process and follow-up on in-person and virtual requests from site employees
* Assists for preparing ad-hoc reports on special projects as needed
* Simplify and streamline processes and automate repeatable tasks;
* Assist with creation and modification of presentations, spreadsheets and reports, including agendas and minutes
* Assist with presentation arrangements including arranging boardrooms, A/V equipment, ordering food, etc.;
* Work with vendors to ensure all catering invoices for sites are processed in a timely manner
* Provide exceptional service to Senior Executive internal clients;
* Manage vendor agreements to ensure all necessary documentation is received, purchase orders are created, and invoices and contract renewals occur in a timely manner;
* Maintain an up-to-date filing system;
* Update and maintain mail distribution lists, boardroom bookings, videoconferencing, and meeting arrangements for broader team;
* Oversee functionality of office technology (copiers, printers, telephones, computer, mobile systems, etc.) with internal IT and external service providers;
* Trains, coaches or guides other administrative staff when required
* Appropriately assess risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Banking, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.
Qualifications:
* Previous office administration experience preferably within a large and complex financial services or similar organization
* Hyper-Organized and can with ability to stay on top of high volumes of requests, handling multiple priorities and delivering in a timely manner with great attention to detail
* Highly proficient in Microsoft Office including Word, PowerPoint, SharePoint, Excel (including Pivot Tables).
* Consistently demonstrates clear and concise written and verbal communication skills
* Demonstrated ability to quickly gain command of new systems
* Ability to deal with both internal/external clients in a professional, mature and courteous manner.
* Ability to work effectively with all levels of management.
* Energetic, responsive team player with client-service focus.
* Appropriate sense of urgency with the ability to work on multiple tasks concurrently to meet deadlines.
* Ability to work independently with minimal supervision.
* Self-motivated and detail oriented
Education:
* Bachelor's/University degree or equivalent experience
About the Company
For more than 30 years, Axelon has been exceeding market expectations and delivering top talent to the Fortune 500. Our team's dedication and commitment to our clients' success have always set us apart. Axelon continues to empower its employees with technological advancements developed for top business performance, making Axelon a leading global staffing services provider in the industry. Historically rooted in the technology sector, Axelon now services many labor categories. At Axelon, you'll be part of a team that accelera...
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