Administrative Assistant, Capital Markets

Why you’ll love working here:

• high-performance, people-focused culture

• our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves

• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth

• membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security

• competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account).

• optional post-retirement health and dental benefits subsidized at 50%

• yoga classes, meditation workshops, nutritional consultations, and wellness seminars

• the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary

The Administrative Assistant provides proactive, high-quality support to senior leaders within the Capital Markets Group in the Investment Management Division. This role is critical in enabling efficient operations through advanced coordination, digital tools, and strong stakeholder management.

Responsibilities include managing complex schedules, coordinating meetings and events, preparing high-quality materials, supporting travel logistics, and leveraging modern technologies to streamline administrative processes. The role also supports onboarding activities and contributes to broader team operations.

The ideal candidate is resourceful, collaborative, and detail-oriented, with strong judgment and discretion. They are comfortable working in a fast-paced environment, managing competing priorities, and using technology to improve efficiency and effectiveness.

What you will do:

Administrative & Operational Support

• Provide day-to-day administrative support to Senior Managing Directors (SMDs) and leadership teams

• Manage and coordinate complex calendars across multiple time zones, including prioritization and conflict resolution

• Maintain strict confidentiality when handling sensitive information, communications, and materials

• Track and monitor key deliverables, deadlines, and follow-ups on behalf of leadership

• Support divisional operations, including team initiatives, projects, and events

Digital Tools, Process & Workflow Management

• Leverage modern tools (e.g., Microsoft 365, Teams, SharePoint, Power Platform, Copilot-enabled workflows) to streamline scheduling, documentation, and communication

• Support the preparation and formatting of presentations, reports, and documents, ensuring alignment with corporate standards

• Identify opportunities to improve administrative processes through automation, templates, and digital solutions

Meetings, Events & Travel Coordination

• Coordinate internal and external meetings, including hybrid and virtual formats

• Manage end-to-end logistics for meetings and events (agendas, materials, catering, technology setup, vendor coordination)

• Coordinate conference and seminar registrations, including travel arrangements (flights, accommodations, ground transportation)

• Anticipate and proactively address logistical needs to ensure seamless execution

Financial & Vendor Coordination

• Prepare and process expense reports and invoices in a timely and accurate manner

• Track and maintain records of departmental expenses and budgets, as required

• Act as a liaison with vendors and service providers, including obtaining quotes and coordinating services

• Support subscription and membership management

Onboarding & Team Support

• Support onboarding of new employees, including coordination of system access, equipment, and orientation materials

• Partner with HR and IT to ensure a smooth and compliant onboarding experience

• Contribute to a positive team environment by supporting engagement activities and team initiatives

• Coordinate communications and meeting logistics across internal and external stakeholders

• Ensure timely and professional correspondence, leveraging appropriate channels and tools

• Support the preparation and distribution of materials for leadership meetings and team communications

What you bring:

• University or college education, or equivalent experience

• 3–5 years of administrative experience in a corporate or professional services environment

• Strong communication skills (written and verbal) with a high degree of professionalism

• High attention to detail, accuracy, and follow-through

• Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint)

• Experience with collaboration and project tools (e.g., Teams channels, shared workspaces, task tracking tools)

• Familiarity with digital workflow and automation tools (e.g., Power Automate, Copilot, scheduling tools) is an asset

• Comfort supporting hybrid work environments and virtual meetings

• Strong organizational and prioritization skills, with the ability to manage multiple deadlines

• Proactive, solution-oriented mindset with strong problem-solving skills

• Collaborative and service-focused, with a “can-do” attitude

• High level of discretion and ability to handle confidential information

• Ability to work independently with minimal supervision while remaining highly responsive to team needs