Executive Office Personal Assistant

Great Place to Work™ 2020, 2021, 2022, 2023 | Best Workplaces™ in Financial Services & Insurance 2020, 2021, 2022, 2023 | Best Workplaces™ for Mental Wellness 2023 | Best Workplaces™ for Giving Back 2022 | Best Workplaces™ for Women 2021 | Best Workplaces for Inclusion 2021 | Best Workplaces™ in Ontario 2020 and 2021

Our Company

Picton Mahoney Asset Management (“PMAM”) was founded in 2004 to provide unique investment solutions to institutional, retail and high net worth investors in Canada and around the world. We are proud to say that we are 100% employee-owned and manage approximately $9.6 billion in sub-advisory, pension plan and hedge fund assets on behalf of our clients. The core values at Picton Mahoney guide the employee experience and contribute to the culture which fosters strong, transparent relationships.

Why Work at Picton Mahoney?

Picton Mahoney Asset Management is a place where employees can be proud of building a rewarding career that offers growth and the opportunity to evolve within a supportive culture that focuses on professional development. Over the years, we have learned from feedback and have developed strategies and programs that enhance employee engagement and improve the employee experience. As our values state: We work together; fully engaged and aligned. We support each other, and our actions contribute to the strategic goals of our firm. We are highly focused on continuous improvement while driving positive change and stronger results across our team and the firm. We believe in integrity and always “doing the right thing” for our clients, colleagues and the firm. We are committed to performance, excellence and winning. At Picton Mahoney, “stepping up” is an action, not a thought, which results in the development and implementation of those ideas. We accept full responsibility for personal performance and results. We believe in being open when providing and receiving feedback, because it makes us better at what we do best.

The Opportunity

The firm is presently seeking an experienced Executive/Office/Personal Assistant to support its continued growth. The Executive/Office/Personal Assistant will report directly to the Director, Office Services, and will be responsible for supporting a team of senior executives in Toronto and Vancouver. The successful candidate will have a strong work ethic, be collaborative, highly organized, professional, adaptable, positive and passionate about their work.

Responsibilities of the Role

Executive Assistant Responsibilities:

• Maintain a discreet, confidential style of administration in accordance with ongoing business priorities and assignments, while representing a team of senior-level executives in a highly professional manner.
• Work closely with the senior management team and liaise with the company's core departments to help ensure the effective flow of communication, optimization of business calendars, travel arrangements and work projects and processes.

• Coordinate both business and personal travel arrangements while ensuring standard travel preferences are respected, options presented are appropriate, and the firm's travel policy is followed.

• Plan and schedule meetings, and manage the co-ordination of attendance, venues, supplies and catering.
• Manage all business expenses related to the team of senior-level executives encompassing travel, entertainment, and out-of-pocket items, and submit appropriate documentation internally for payment and reimbursement at regular intervals, as required.
• Meet and greet visitors, and all internal and external contacts, while projecting a tactful, diplomatic, and professional image at all times.
• Assist with the planning, organization, and co-ordination of business conferences and functions as required including annual strategic planning meetings, advisory meetings, Town Halls, and other internal and external meetings.
• Devise, implement and maintain well-organized and efficient manual and automated filing systems on behalf of the team of senior-level executives.
• Engage in problem solving with other staff and team members, contributing to continuous improvement while maintaining the confidentiality of information.
• Actively contribute to the completion of ongoing and special projects, including assisting with process development, meeting management, and strategic planning initiatives.
• Promptly review all incoming materials correspondence and requests for the team of senior-level executives, evaluating for priority, accuracy, and completeness; draft responses to requests, determine their disposition and follow up for action items, making recommendations as appropriate.
• Provide seamless executive support by drafting correspondence, disclosure of information agreements, contracts for services, and preparing, revising and finalizing documents.
• Professionally screen incoming calls and assist with questions where appropriate.
• Provide backup coverage in the absence of other assistants.
• Participate as an active member on applicable Committee Groups.

Office/Personal Assistant Responsibilities:

• Oversee the overall administration, organization and maintenance of the Vancouver Office; manage office/kitchen supply orders; arrange for deliveries and courier pick-ups; management/organization of mail; manage printer and copier maintenance; manage all security access cards to the office; monitor boardrooms and ensure the kitchen is well stocked and functioning.
• Scheduling of medical appointments, as well as submitting medical invoices to our benefits provider for executives and their family members; booking of personal/family travel (research of destinations, flights, hotel, excursions etc.); Personal expenses/payments to vendors (taxes, boat insurance etc.)
• Other administrative/personal duties.

Qualifications and Experience Required

• 3-5 years of experience as an Executive/Office Assistant supporting a team of senior-level executives.
• Post-secondary diploma in Legal Administration, Office Administration, Business Administration, or related specialization.
• Intermediate to advanced skills in MS Word, Excel, PowerPoint and Outlook.
• A high degree of comfort with technology, demonstrating a comprehensive understanding of both current and emerging technologies as well as various social media platforms.

• Extensive experience in calendar management, booking and coordinating travel and assisting with complex and confidential business matters.
• Strong organizational skills with ability to work efficiently while managing multiple priorities in a fast-paced environment.
• Detail-oriented, proactive, resourceful, flexible with willingness to take on new responsibilities.
• Trustworthy with a demonstrated high level of integrity and strong work ethic.
• Mature, professional demeanor with the ability to exercise tact, judgment, and discretion.
• Friendly, approachable, discreet, and passionate about delivering exceptional client service with a positive solution-oriented outlook.

• Ability to communicate effectively with clients and all levels of staff.
• Demonstrates a strong entrepreneurial spirit.
• Ability to work well independently and take responsibility for assigned duties.
• Desire to improve processes and increase efficiencies.
• Pro-active approach to work with ability to navigate overlapping agendas.
• Prior experience as a Legal Administrative Assistant would be preferred.
• Previous experience assisting with mergers and acquisitions experience preferred.

Above all, we're looking for individuals with a mindset to think differently and who are inspired to make BIG impact. If you think that you will excel in this multi-faceted role, we want to hear from you!

Our Commitment to Employees

At Picton Mahoney Asset Management, we take pride in elevating our employees' experiences through an array of exceptional perks and programs. Enjoy a suite of benefits including Corporate Wellness & Fitness Reimbursement, Women in Capital Markets partnership, Women Executive Membership, Volunteer Days, Charitable Matching, Maternity and Parental Leave Top-Up, Peer Performance Recognition Awards, Semi-Annual Performance Bonuses, a generous Annual Vacation Entitlement (minimum of 15 days/year), Tuition Reimbursement, Extensive Medical & Dental Benefits, Healthcare Spending Account, and more. These offerings are crafted to enhance your career journey and overall well-being. Join us in an environment that values your growth and success!

Picton Mahoney Asset Management is proud to be recognized by Great Place to Work® as a 2021 “Best Workplaces for Inclusion” and 2021 “Best Workplaces for Women”. We are committed to providing an equitable and fair work environment for everyone and all hiring and other personnel actions will be taken without regard to race, colour, creed, religion, sex, disability, gender identity, gender expression, family status, age, language or national origin. If you require an accommodation at any point in time throughout the application and hiring process, please contact Human Resources at (416) 955-4108 or at [email protected].