Administrative Assistant - Global Technology Services

Administrative Assistant - Global Technology Services

Toronto - 100 Adelaide St W

Full time

R-5405

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?

This role reports to: Chief Information Officer (interim) 

We are seeking a highly organized, proactive and detail-oriented Administrative Assistant to join our Global Technology Services (GTS) team. This vital role is responsible for providing comprehensive administrative support to at least three of the GTS leadership team members and to back up the Executive Assistant to the Chief Information Officer, ensuring the efficient and smooth operation of daily activities.

The ideal candidate will be an excellent communicator and capable of managing multiple priorities in a dynamic technology environment.

This role is hybrid (2 - 3 days/week in the office) - based in Toronto, ON.

Key Accountabilities:

• GTS Office Support & Document Preparation: Prepare, edit, and format various GTS documents, including presentations, reports, spreadsheets, org charts and internal communications, ensuring accuracy and professional presentation. Provide support with preparing reports in the following areas: risk, BCP, regulatory, vendor management, strategy/budget, Board and governance management. 

• Calendar & Schedule Management: Proactively manage three complex calendars, schedule meetings and appointments, and coordinate logistics to optimize time for GTS leadership.

• Meeting Coordination: Organize and coordinate various meetings (e.g., team meetings, project reviews, town halls), including preparing agendas, gathering necessary documents, arranging technology (e.g., video conferencing), taking minutes, and tracking action items.

• Travel & Expenses: Coordinate domestic and international travel arrangements, including flights, accommodation, and ground transportation. Prepare and submit accurate and timely expense reports for the leaders they support.

• Communication Management: Act as a primary point of contact, managing email correspondence, drafting professional communications, and providing information or redirecting inquiries as appropriate both internally and with external vendors.

• Office Operations Support: Assist with general office administrative tasks, including ordering supplies, managing invoices, coordinating facility requests, and supporting new employee onboarding.

• Event Management: Responsible for end-to-end event management of team functions, town halls and other onsite events at the various TMX Canadian locations. Working and co-ordinating with other admins at local sites to help facilitate events.  Occasional travel to TMX offices may be required in support of these events.

• Budget Support: Provide administrative support for budget-related activities, such as tracking departmental expenditures and assisting with basic budget reporting for cost centers of the leaders they support.

• Team Collaboration: Foster a collaborative environment by assisting team members with administrative tasks and contributing to special projects as needed.

• Ad-Hoc Duties: Perform other related administrative duties as assigned by the leadership team.

 Must Have(s):

• Minimum of three (3) years of experience in an administrative assistant role, preferably within a corporate or technology-focused environment.

• College diploma in administrative studies with experience in an administrative role in a corporate environment.

• Detailed oriented to ensure accuracy.

• Exceptional written and verbal communication skills with a strong focus on building positive relationships with all levels of staff.

• Highly resourceful and proactive problem solver who can work effectively with minimal supervision.

• Committed to a sense of urgency,  pride in work quality, and maintaining strict confidentiality.

• Proven ability to manage time, prioritize tasks, and meet deadlines in a fast-paced environment.

• Flexibility and adaptability to changing priorities and a fast-paced environment.

• Professional presence and presentation to represent the office of Chief Information Security Office.

Nice to Have(s):

• Strong proficiency with Google Suite 

In the market for…

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection - With site hubs in some of the world’s most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact - More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led Team Impact spreads social good via our giving strategy.

Wellness - From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger “we”. Plus, with a cloud-first and hybrid workstyle, as well as generous time-off and leaves, we support a life well lived! 

Growth - From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.