Administrative Assistant

Position Description

Our goal is to help our members achieve financial independence. We believe in investing in our communities, both financially and by being actively involved.

Who are we looking for?

We are looking for a bright and detail-oriented individual to join our lending services team. Reporting to the vice-president of this division, this person will take responsibility for providing administrative support to the team:

Administration
  • Prepare various business correspondence using Word, Excel and PowerPoint.
  • Prepare meeting minutes, notes and internal support materials as required; follow up on action items.
  • Submit monthly expenses on a timely basis for reimbursement.
  • Coordinate between departments and operating units on day-to-day administrative and operational issues.
  • Order, receive and distribute incoming/outgoing courier/mail.
  • Coordinate, follow up and report on training requirements for the team.
  • Assist in coordination and supply of technical items and inventory (e.g., computers, laptops, monitors, cellphones, sign-on access) and schedule onsite technical help as needed or required.
  • Assist in the coordination of logistics, scheduling and follow-up of new office location setups (e.g., wiring, phones, Internet, desks, chairs, build-outs, signage).
  • Contribute to team effort by accomplishing related results as needed.
  • Run miscellaneous errands and perform other duties as assigned.
Lending Support
  • Maintain an up-to-date broker visit schedule and log for all employees, tracking broker visits by employee and flagging gaps for immediate follow-up.
  • Monitor the pipeline report daily and follow up critical dates.
  • Track, monitor and promote internal incentive offers.
  • Prepare, maintain and order adequate marketing materials (e.g., business cards, presentation folders, brochures, pens, branded items).
  • Assist in the coordination of events, conferences and meetings.

Website Management
  • Maintain and update the broker website and its rates.
  • Maintain Constant Contact database, ensuring contact information is up-to-date; bounces and bulletins.

Qualifications Required

  • Completion of post-secondary education, ideally with focus on business administration or similar.
  • Minimum three years of work experience providing administrative support to the senior management in the office environment, preferably in financial services.
  • Advanced Microsoft Office skills (MS Word, Excel, PowerPoint, Outlook).
  • Strong sense of urgency, integrity, privacy and confidentiality.
  • Self-motivated, self-managed, work well with minimum supervision.
  • Must demonstrate a high level of maturity and professionalism at all times.
  • Exceptional and reliable customer service; focus on high quality, positive outlook and excellent attention to detail.
  • Excellent written and verbal English communication skills; ability to write effective memos, emails, letters and minutes.
  • Exceptional organizational, priority-setting and follow-up skills.
  • Able to work well under pressure with tight deadlines.
  • Valid driver’s licence with access to reliable vehicle.

Working conditions

  • Professional, team-oriented office environment.
  • Standard corporate business hours based on a 37.5-hour work week: Monday to Wednesday from 9:00 am to 5:00 pm, Thursday and Friday from 9:00 am to 6:00 pm; ability to work overtime, if required.
  • The physical demands are representative of those that must be met by being able to successfully perform the essential functions of the job; these include, but are not limited to sitting, considerable use of computer and phone, and seldom moving of items up to 25 pounds in weight.

Job Reference Number

Administrative Assistant

Closing Date

Open until filled

Job Location

Etobicoke, ON

How to Apply

How to apply

If you think you have what it takes to be a successful member of our team, please forward your resumé by email to hr@icsavings.ca, specifying “Administrative Assistant” in the subject line.


At IC Savings, we are committed to accommodating people with disabilities as part of our hiring process. If you have special requirements, please advise us during the recruitment process. All submissions are confidential.

We thank you in advance for taking the time to review our posting. If you have been selected for an interview, we will be in touch.

 

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