Executive Assistant

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?

Reports to: President of Alpha US Equity Trading

The Executive Assistant (EA) provides outstanding, high-quality operational and administrative support and reports directly to the President of US Equity Trading.

The EA will be responsible for leading the schedule and communications of the President of US Equity Trading and generally assists in optimizing the use of her time. This position will be the primary point of contact for administrative support for the broader team and for all business needs with a high level of professionalism and in a manner that reflects positively on the organization.

Key Accountabilities:

Proactive day-to-day executive administrative support which includes:

• Prepare internal and external correspondence (emails, letters, expense forms, communications, presentations, etc.)
• Accountable for all incoming and outgoing communications (telephone/email) - review correspondence and initialize action where possible
• Deliver sophisticated calendar management to coordinate and manage an active, complex calendar
• Coordinate meetings, business communications, conferences and seminars as the need arises (preparing agendas, catering, booking venues, developing agendas, coordinating invitees, set up, etc.).
• Management of contacts and files and oversee all business expenses and vendor invoices
• Event planning including client dinners, lunches and larger events

Provide office management services:

• Supporting technology needs and coordinating virtual meetings on platforms including Google Meet, WebEx, Microsoft Teams, and Zoom
• Provide general support to visitors and advance booking of conference room space
• Assist in the onboarding process for new hires

Marketing and sales assistant duties which includes:

• Deck creation, printing, ordering supplies, coordination with corporate marketing team to ensure information is cataloged accurately and shared

Must haves:

• Proven experience as an executive assistant over the years supporting an executive and other supporting teams
• Adept level of relationship insight to navigate complex situations that require a high degree of discretion, judgment and prioritization
• Strong communication (both written and verbal) with confidence and professionalism
• Exceptional organizational, time management and problem-solving skills with a meticulous eye for detail and accuracy
• Managing multiple responsibilities with a strong sense of flexibility and adaptability while maintaining a high quality of work
• Attuned to schedules and preparing files in advance of meetings
• Approachable and confident with a wide range of stakeholders (e.g., business partners, clients, employees)
• Validated self-starter who takes initiative and thrives in a fast-paced environment

Nice to haves:

• Experience in a trading environment is preferred
• Familiarity with Microsoft Suite, Google Suite, and Adobe Suite, as well as some knowledge of online collaborative tools such as Google Meet, Microsoft Teams, Webex and Zoom

Note: Position is Hybrid
 

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,