Administrative Assistant

Job description

SENIOR ADMINISTRATIVE ASSISTANT, THE SUCCESSFUL INVESTOR INC. We are an established investment publishing firm with 30 years’ experience in subscription marketing. We help people across Canada invest more successfully. We are seeking an exceptionally organized, detail-oriented, and dedicated individual. In addition to 3+ years’ experience in an office administration role, the successful candidate must also possess superior communication skills, be highly professional, and have a demonstrated ability to take initiative. If you have a strong work ethic and a passion for connecting with people, we want to hear from you. KEY RESPONSIBILITIES This role will assist the Upper Management by managing the office facilities, performing administrative tasks, facilitating workplace communications, and assisting with operational projects and initiatives as well as by providing other general support as required. Reporting directly to the General Manager, this role is pivotal in ensuring the smooth operation of all office activities, optimizing processes, and fostering a productive and efficient work environment Office/Operations Management as follows: Create/update and implement strategies to streamline office operations and improve efficiency. Monitor efficiency, identify areas for process improvement, and implement solutions to enhance productivity. Review/update departmental manuals or procedures, including building safety/fire plans, department contingency plans, cyber security policy, etc. on a periodic basis. Oversee all aspects of maintenance to our workplace building facilities to ensure safe and efficient function. Manage relationships with external vendors and service providers, negotiating contracts and agreements to ensure the best service and value for the organization. Monitor vendor performance and address any issues or concerns in a timely manner. Establish and ensure adherence to office standards and procedures; Draft and send office memos and assist with providing training as required. Keep the company in compliance with insurance and government requirements as it relates to our facilities and office operations. Actively participate in planning company social functions & events. Support to GM, in respect to fulfilling the above duties and additionally as follows: Assist with the planning, execution, and monitoring of various projects and initiatives as assigned by Upper Management; Track project timelines, deadlines, and deliverables, as well as provide regular and timely updates. Draft and send communications as directed in support of the Upper Management. Prepare reports and analyze data as required by the Upper Management; Assist in compiling information and generating insights to support decision-making. Perform additional administrative ad-hoc requests as required by Upper Management. Handle sensitive information with discretion and maintain confidentiality in all aspects of the role. Review SIWM and TSI Weeklies, provide feedback, and keep track of pending action items until completion. Other Assisting with additional tasks and duties, as required. REQUIREMENTS: (Qualifications, Experience & Skills) Post-secondary diploma or degree in Business, or equivalent. Minimum of 3 years in office administration. Proficient computer skills and in-depth knowledge of Microsoft Office. Previous office management experience is considered an asset. Strong verbal and written communication skills. High level of professionalism, trust, and ability to maintain strict confidentiality. Strong analytical, decision making and problem-solving skills. Self-starter that requires minimal supervision. Responsible, reliable, and results-driven. Possesses initiative and is proactive. Developed interpersonal and team-building skills. Assertive, confident, and able to deal with issues head-on as they happen. Strong attention to detail, clerical accuracy, and the ability to self-audit. High energy, organized, and resourceful. Strong organizational and time management skills. Able to multi-task and keep projects on track to meet strict deadlines and follow through on projects until completion. Demonstrates leadership and influencing skills. Flexible and able to work after hours on occasion as required. This role is hybrid—one day remote and four days required in our office located near Yonge St. and Sheppard Ave. in North York, Toronto. We are seeking a dynamic and adaptable team member who can thrive in a fast-paced work environment to achieve our goals. Pre-employment work references, credit, and criminal background checks are required. Additional Information Benefits After the standard three-month waiting period, successful new hires are eligible to join the Company’s Group Benefits Plan, which provides a range of life, health, and dental benefits, with premiums fully paid by the Company. After this same waiting period, transit commuters will also be eligible to participate in a generous reimbursement program to help subsidize public transportation costs to-and-from the office. To help foster our culture of appreciation, employees have an opportunity to participate in our company wide program to give and receive rewards and recognition for high performance and service. Other This posting is for an existing job vacancy. The Successful Investor does not use artificial intelligence (AI) or automated decision-making systems to screen, assess, or select applicants for employment. All hiring decisions are made through human review of application materials, interviews, and assessments conducted by our recruitment team. The Successful Investor Inc. welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.