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Administrative Assistant

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Fidelity Canada

Aug 27, 2024

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

AI generated summary

  • You need 1-3 years in admin, post-secondary education, strong communication, organizational skills, confidentiality, teamwork, and proficiency in MS Office and Adobe Acrobat.
  • You will manage calendars, schedule meetings, prepare materials, handle invoices, assist onboarding, coordinate events, respond to inquiries, and provide reception support.

Requirements

  • 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
  • Meeting conflicts are identified and prioritized as necessary
  • Meeting material is prepared and available in a timely manner
  • Meeting rooms are properly equipped
  • 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 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
  • 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.

What is the required work authorization for this position?

Current work authorization for Canada is required for all openings.

What qualifications are needed for the Administrative Assistant role?

1 - 3 years of experience in an administrative role, preferably in the financial services/mutual fund industry, along with post-secondary education or equivalent work experience.

What are the main responsibilities of the Administrative Assistant?

The main responsibilities include managing calendars, scheduling meetings, providing general administrative support, coordinating onboarding for new joiners, and responding to internal and external inquiries.

Are there any specific skills required for this position?

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

How does Fidelity support employee health and well-being?

Fidelity offers comprehensive health benefits starting on your first day, including 100% employer-paid premiums and up to $5000 annually for mental health services and therapy.

What kind of professional development opportunities are provided?

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

Is there support for parental leave?

Yes, Fidelity offers a parental leave top-up to 100% of your salary for a period of 25 weeks.

Do we offer any volunteering opportunities?

Yes, we have a generous time-off policy, including 2 paid days annually to volunteer at a charity of your choice.

How does Fidelity promote diversity and inclusion in the workplace?

Fidelity is committed to fostering a diverse and inclusive workplace, actively supporting employee resource groups and other diversity programs.

What is the process for applying for disability accommodations?

Fidelity welcomes and encourages applications from people with disabilities, and accommodations are available on request during the selection process. Candidates requiring accommodations can email FidelityCanadaStaffing@fidelity.ca.

Are there any awards or recognitions that Fidelity has received?

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

Will I receive a response if my application is not selected for an interview?

Yes, all applicants will be contacted only if selected for an interview; otherwise, you may not receive a response.

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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.