Executive Office Personal Assistant - Vancouver, Canada - Picton Mahoney Asset Management

Picton Mahoney Asset Management

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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 past 15 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

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 seniorlevel 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 coordination of attendance, venues, supplies and catering.
Manage all business expenses related to the team of seniorlevel executives encompassing travel, entertainment, and outofpocket 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 coordination 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 wellorganized and efficient manual and automated filing systems on behalf of the team of seniorlevel 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 seniorlevel 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 pickups; management/organization of mail; manage printer and copier maintenance; manage all secur