Senior Administrative Assistant

About This Role

The Senior Administrative Assistant will provide comprehensive administrative support to the Regional Vice Presidents Ontario teams within Mackenzie’s Retail Distribution Ontario team. This role involves coordinating meetings, managing travel arrangements, processing requests, and handling general administrative duties to ensure smooth operations and support the team in achieving its goals.

Responsibilities

• Coordinate and organize team and client meetings, utilizing Salesforce to confirm Product Managers/client meetings
• Schedule monthly Regional Team Meetings (RTM) in coordination with Sales Enablement, including booking meeting rooms and catering
• Process online SNAP requests via IGM Intranet for staffing updates, housekeeping, and facilities requests
• Arrange catering for team meetings using internal catering or external vendors as needed
• Distribute monthly Commission Statements for Wholesalers as provided by HR Compensation
• Coordinate travel arrangements and roadshows, and prepare expense reports
• Provide general administrative duties, such as scheduling meetings, drafting and preparing reports and presentations, photocopying, and scanning
• Support the teams by performing tasks as required to meet deadlines
• Prepare and maintain spreadsheets, analyze data, and create presentations in PowerPoint
• Order and maintain general office supplies
• Test internal controls and document procedures
• Perform general accounting and other administrative duties as required
• Provide coverage and share duties with other members of the administrative support team as required

Requirements

• Minimum of 3+ years’ experience as an Administrative Assistant
• Excellent communication skills, both verbal and written
• Excellent interpersonal skills to interact with individuals at all levels of the organization
• Proficient with MS Office applications (Microsoft Word, Outlook, Excel, PowerPoint) at the intermediate level
• Proficient with Salesforce at the intermediate level
• Exceptional technology skills and digital savvy, supporting paper-free business environments, utilizing technology for document management, and facilitating team collaboration
• Ability to handle confidential information professionally
• Detail-oriented, accurate, and able to perform in a fast-paced environment
• Outstanding organizational, planning, and prioritization skills
• Ability to multi-task to manage and prioritize multiple responsibilities

Important Details

• Work format: hybrid, three days a week in the office

About the Company