Executive Assistant- VettaFi

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.

VettaFi is a provider of indexing, data & analytics, industry leading conferences, and digital distribution services to ETF issuers and fund managers. It operates the ETFdb, Advisor Perspectives, and ETF Trends websites and the LOGICLY portfolio analytics platform—engaging millions of investors annually—empowering and educating the modern financial advisor and institutional investor.

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VettaFi is a provider of indexing, data & analytics, industry leading conferences, and digital distribution services to ETF issuers and fund managers. It operates the ETFdb, Advisor Perspectives, and ETF Trends websites and the LOGICLY portfolio analytics platform—engaging millions of investors annually—empowering and educating the modern financial advisor and institutional investor.

​Job Summary:

Reporting to the President of VettaFi, the Executive Assistant (EA) provides superior, high-quality operational and administrative support. 

The EA is responsible for managing the schedule and communications of the President of VettaFi and generally assists in optimizing the use of his time. This position will be the primary point of contact for administrative support for the broader VettaFi Leadership Team (VFLT) and for all business needs with a high level of professionalism and in a manner that reflects positively on the organization.

Key Accountabilities:

• ​Prepare internal and external correspondence (emails, letters, expense forms, communications, presentations, etc.) with a high level of accuracy in a timely manner.

• Oversee all incoming and outgoing communications - Review correspondence and initialize action where possible. 

• Deliver sophisticated calendar management to coordinate and manage an active, complex calendar - booking meetings and appointments (resolving scheduling issues - prioritizing requests while avoiding conflicts), organizing attendance across time zones, and making any necessary travel arrangements. 

• Screen incoming telephone calls; take and deliver accurate messages. 

• Coordinate meetings, business communications, conferences and seminars as required (preparing agendas, catering, booking venues, developing agendas, coordinating invitees, set up, etc.). 

• Management of contacts and files.

• Manage expenses and travel for all VFLT members.

• Provide office management services including:

  • Supporting technology needs and coordinate with the IT department as required.

  • Coordinating virtual meetings on platforms including Google Meet, Webex, Microsoft Teams, and Zoom.

  • Provide general support to visitors.

  • Assist in the onboarding process for new hires.

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• ​Event planning including client dinners, lunches and larger events.​​

• Administration of business expenses and vendor invoices as required.

• Other general support and administration duties as required.  

Must Have Skills:

• A minimum of 10 years’ experience as an executive assistant supporting an executive and teams.

• Adept level of relationship acumen to navigate complex situations that require a high degree of discretion, judgment and prioritization.

• Ability to communicate (both written and verbal) with a high level of confidence and professionalism.

• Exceptional organizational, time management and problem-solving skills. 

• Capable of managing multiple responsibilities with a strong sense of flexibility and adaptability while maintaining a high quality of work. 

• Must be attuned to schedules and preparing files in advance of meetings.