18 month Contract: Executive Assistant/Office Manager

at  MUFG Securities Canada

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 120,000 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 SUMMARY:

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

KEY ACCOUNTABILITIES:

CEO Support:

• Manage CEO’s travel, itineraries & expenses
• Manage CEO’s & office staff’s expenses
• Coordinate CEO’s schedule/meetings
• Assist with Board/ExCo Meeting presentations
• Attend Executive Committee/Board meetings
• Prepare documents and obtain approval for CEO’s e-signature
• Coordinate Executive visits
• Maintain contact list

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

Team Support:

• Manage travel & expenses for Securities group
• E-sign documents for Head of Sales/Trading desk
• Manage AMEX account - process monthly reconciliations for all card holders
• Coordinate IT access/phones etc for new and existing employees

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

TECHNICAL SKILLS:

• 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
• Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail

EXPERIENCE & ABILITIES:

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

EDUCATION & TRAINING:

• Bachelors degree in Administration considered an asset

WORKING CONDITIONS:

• 5 days/week in office
  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.

Please refer the Job description for details