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Executive Assistant

Eingestellt von International Financial Data Services-Canada

Gesuchte Skills: Support, Sales, Marketing


Overall Accountabilities:

The Executive Assistant is responsible for providing a wide range of administrative and executive support to the Senior Vice President, Sales & Business Development. The incumbent oversees the maintenance of IFDS's records management and market intelligence systems and adherence to IFDS business processes and protocols.



- Provide administrative and executive support to a team of professionals, including liaising with corporate clients, dealing with brokerage firms, coordinating travel arrangements, and managing calendars
- Prepare expense claims forms for approval
- Schedule and coordinate team meetings as well as other department and/or external meetings, including facility and venue booking, catering, technical requirements and takes and distributes meeting minutes
- Prepare presentations and other documents and provide other support as required
- Review all external vendor billing, codes for payment, and ensure adherence to budget
- Complete budget worksheets as directed for submission to Finance
- Coordinate and manage all Request for Proposal/Information activities, ensuring information is accurately recorded in Qvidian
- Coordinate the unit's Business Recovery Planning activities, including updating staff contact information and educating employees on Business Recovery procedures
- Assist in the on-boarding process for new associates as required
- Ensure vacation tracking and Clarity timesheet entry and approval
- Provide support to Sales in all client meetings (run and create presentations, follow-up, booking/setting-up rooms, organizing tours, binding and marketing material and as required)
- Provide additional support to Relationship Management Team (eg. assist with presentations, comparative documentation, prospect profiles and debrief meetings, product pricing information)
- Assist with the preparation of Marketing materials including preparation of presentations and other collateral materials as required


- Assist in researching prospects and their products to specified depths - corporate and product overviews
- Research, collect and analyze internal and industry information and prepare regular reports and respond to ad hoc inquiries
- Assist with research projects of varying nature
- Manage the RFP andCRMdatabases for prospects and prospect reporting and assist with the preparation of RFP submissions
- Prepare client correspondence, RFP's, fee schedules, proforma's, questionnaires and NDA's as required
- Manage the "Industry News and Involvement" database that details all of the industry committees on which IFDS is represented, regulatory/tax updates, FundSERV release summary, product overviews, client information, best practices, and Lunch ability to communicate with all departments and at all levels of the organization, as well as with external clients
- Excellent planning, organizational and time management skills
- Demonstrated interpersonal skills and telephone skills


- Excellent organizational and project management skills with the ability to juggle projects, prioritize and meet tight deadlines
- Ability to work autonomously while working within tight timelines/managing several projects/people simultaneously within a fluid environment
- Excellent time management and organizational skills to prioritize, coordinate and follow up on a high volume of projects and meetings to maximize efficiency and ensure project schedules and deadlines are met


- Highly proficient in Microsoft Office, Word, Excel, PowerPoint Adobe Photoshop, Lotus Notes
- Demonstrated proficiency in contact management and other databases


  • Einsatzort:

    Toronto, Kanada

  • Projektbeginn:


  • Projektdauer:

    Keine Angabe

  • Vertragsart:


  • Berufserfahrung:

    Keine Angabe

Geforderte Qualifikationen

International Financial Data Services-Canada