Senior Administrative Assistant

at  TMX

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?
Reporting directly to the President, TSX Trust, The Senior Administrative Assistant role is an integral part of the TSX Trust team. In addition to managing the office of the President, TSX Trust, this role will also assist in the administration of the day-to-day activities and special projects of the TSX Trust senior leadership team, the coordination of divisional responsibilities, and by coordinating research and background information vital to facilitate executive action and decision making. The role will lead the coordination and management of executive events for the TSX Trust leadership team, including staff events, board and executive events and client functions.

KEY ACCOUNTABILITIES:

Provide administrative support to the president, TSX Trust and to other staff as the need arises
Work closely on various projects designed to meet the strategic objectives of the TSX Trust Company
Liaise with internal and external contacts on behalf of the President, TSX Trust, including scheduling and confirming meetings
Respond to telephone calls, figure out importance of all incoming calls, provide and acquire information as vital, resolve issues where possible and follow up on messages and/or redirect inquiries to appropriate staff
Coordinating, preparing, and distributing agendas and materials for Department SMT and committee meetings
Attending and participating in meetings, preparing meeting minutes, and following up on action items
Assist with preparation of board material
Assist with the coordination of, and attend, TSX Trust events (including business development, client and staff social events)
Coordinate corporate hosted events with suppliers and other participants
Sees to the preparation of the Annual Budget, monitors office expenditures, and advises about budget issues
Coordinate travel arrangements, flight and hotel accommodations as necessary
Prepare attendance, expense, and business development reports
Liaise with the Capital Formation team for coordination of client and other events
Crafting, organizing, and maintaining an effective electronic document file management system and maintaining the department’s administrative records, including, but not limited to meeting minutes, template documents and DOPs.
Coordinate and manage maintenance of TSX Trust internal intranet site
Proactively maintain contact database which is used for communication with TSX Trust clients and key industry contacts
Assist with the preparation and distribution of communications to client companies and external contacts

Please refer the Job description for details