Join Our Team! Executive Assistant / Office Manager

September 23, 2022

Job Title: Executive Assistant & Office Manager
Company: Women in Capital Markets (WCM)   
Position Type: Full Time
Location: Fully remote

WCM is a not-for-profit organization founded in 1995. Our initiatives aim to amplify diverse talent, build the industry’s equity literacy, and unite firms to drive change on an industry level. We do this through advocacy, research, programming and recruitment.  Our partners include the major Canadian bank-owned dealers, independent and foreign dealers, asset managers, insurance firms, major pension plans, and advisory firms. Our community of 3,500 professional and student members makes WCM the largest network of professionals in Canadian finance who have come together to vote for increased equity, diversity and inclusion, and our initiatives have impacted the careers of countless students and professionals across the country. Support our movement towards equity and diversity in finance by joining WCM at wcm.ca/join.


POSITION DESCRIPTION

Our mission is to accelerate diversity and equality in Canada’s financial industry. Join a creative, collaborative and engaged team dedicated to making an impact and driving equity in the Canadian economy. 

WCM is looking for an Executive Assistant who can provide support on a range of activities to ensure the smooth operation of the organization and work with the CEO to manage their calendar and administrative tasks.

Responsibilities: 

Executive Assistant Duties:

  • Work directly with the CEO to support all aspects of their daily work routine.
  • Draft, review and send communications on behalf of the CEO
  • Organize and prepare for meetings, including gathering documents and attending to logistics of meetings, providing follow up correspondence
  • Prioritize emails and respond when necessary
  • Coordinate travel arrangements
  • Maintain records and documents for the CEO
  • Manage Board portal and provide support to CEO and Board Chair in preparation for Board meetings

General Administrative Support

  • Efficiently manage and promptly respond to all incoming enquiries/requests to the [email protected] inbox for information, either independently or re-direct to the appropriate person
  • Act as point of contact with outsourced IT team for all updates and onboarding of new hires
  • Manage scheduling of interviews and email communications for new hires and interns
  • Ensure correct setup and coordinate training of new employees via Business Cloud and Basecamp
  • Monitoring of general phone line
  • Manage insurance policies
  • Liaise with co-working space
  • Order office supplies and co-ordinate delivery to remote workers, as needed
  • Arrange couriers to deliver materials to and from event venues as required

Website Duties

  • Maintenance and updates to pages including Steering Committees, Chapter pages, Job Board
  • Daily management of WCM's job board including approval and payment processing
  • Assist with inquiries regarding membership and account issues

Events & Programming

  • Proactive and independent management of events calendar. Ensuring all virtual details are included and accurate
  • Provide administrative support in regards to registrations, pull and compile data as needed
  • Provide support in regards to the ordering of signage / names tags, etc for in-person events


REQUIRED SKILL / EXPERIENCE

  • Demonstrated professionalism
  • Exceptional organizational skills
  • Proficient in G-suite (Gmail, Google Calendar, Sheets)
  • Proficient in Microsoft Excel
  • Excellent and demonstrable written and oral communication skills
  • College, Bachelor's degree or equivalent experience

Skills considered an asset: 

  • Diversity and inclusion knowledge gained through formal education or employment
  • Bilingual - French/English


WHAT WE’LL LOVE 

  • You are very attentive to detail. You’re creative and innovative, but realistic;
  • You consistently deliver high-quality work, and are receptive to feedback;
  • You’re highly organized, great at managing multiple projects simultaneously, and responsible;
  • You’re collaborative, have a “can-do” attitude and are willing to lend a hand to team members when needed.


WHAT YOU’LL LOVE ABOUT US

  • Rewarding and meaningful work that positively impacts our society;
  • Great company culture;
  • Fully remote or hybrid work environment with flexible schedule options;
  • We value time off (in addition to vacation, we offer additional days off throughout the year).


HOW TO APPLY

Please send the following to [email protected] with "Executive Assistant" in the subject line by Friday, October 7:
- Resume
- Cover letter outlining why you would be the best candidate for the role.

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