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Administrative Assistant

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

AI generated summary

  • You must have Canadian work authorization, 1-3 years in an admin role (preferably in finance), post-secondary education, strong communication, organizational skills, and MS Office proficiency.
  • You will manage calendars, schedule meetings, prepare materials, provide administrative support, coordinate onboarding, handle inquiries, and assist with events and travel arrangements.

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 up 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 follow-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 sure.

FAQs

Do we support remote work?

Yes, we support remote work in a hybrid format.

Is this a full-time or part-time position?

This is a regular, full-time position.

What is the required work authorization for this role?

Current work authorization for Canada is required for all openings.

What type of experience is preferred for this job?

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

What are the educational requirements for this position?

Post-secondary education or equivalent work experience is required.

What are the main responsibilities of the Administrative Assistant?

The main responsibilities include managing calendars, scheduling meetings, providing general administrative support, preparing reports, coordinating travel, and assisting with onboarding new team members.

What skills are important for this role?

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

How does Fidelity support employees' health and well-being?

Fidelity provides comprehensive health benefits starting on the first day, which include 100% employer-paid premiums, mental health services, and a parental leave top-up.

Are there opportunities for professional development?

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

Is Fidelity committed to diversity and inclusion?

Yes, Fidelity is committed to fostering a diverse and inclusive workplace and will consider all qualified applicants for employment regardless of various protected grounds.

How can candidates request accommodations during the application process?

Candidates can request accommodations during the application process by emailing FidelityCanadaStaffing@fidelity.ca.

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.