Administrative Assistant, OMERS Capital Markets

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Scope:

This position would provide support to OMERS Capital Markets (OCM). As an integral team member this position is responsible for providing Administrative support, Reception and Office Services duties.

In this position the member will work independently and will perform duties with minimum supervision in accordance with general instruction and some standardized procedures.

The position will be required to exercise coordination, judgment and initiative in order to support multiple, complex activities on behalf of OCM.

Occasionally, this position may be required to work outside of business hours in order to meet business needs.

Responsibilities:

Administrative Duties:

•Provide a full range of clerical and administrative support including coordinating travel, processing expense reports, providing document preparation support in Word, Excel and PowerPoint (e.g.: effectively proofread, edit and provide design suggestions).
•Coordinate meetings and plan corporate functions, including arranging facilities, organizing invitations & responses and preparing meeting materials.
•Maintain accurate and complete records in adherence with company policies.
•Respond to internal and external inquiries in a professional and courteous manner.
•Assist with special projects and provide back up support services for all OCM Administrative Assistants, as assigned by Divisional Coordinator.
•Other responsibilities as required.

Front Desk/Office Services Duties:

•Ensure reception area and meeting rooms are presentable at all times.
•Answer telephone calls in an efficient and professional manner; direct calls by asking appropriate questions when necessary, accurately takes and delivers messages.
•Greet visitors professionally by ensuring that visitors are properly directed and escorted according to security procedures by logging and distributing visitor passes as required.
•Order food for meetings as required; monitors and selects caterers for food quality, service and cost.
•Review invoices for discrepancies and provide cost centre information for payment processing.
•Sort and distribute incoming and outgoing mail; operates electronic postage machine, arranges outgoing courier packages and pick-ups.
•Set up meeting rooms ensuring refreshments, meals, room layout and audiovisual equipment have been provided as requested.
•Order supplies and ensure sufficient stock is maintained in the kitchens/work areas on 17th, 18th, 23rd, floors.
•Provide light housekeeping including loading and unloading dishwashers in the kitchens/work areas on 17th, 18th, 23rd, floors.
•Report building maintenance and security issues to property management (310-MAXX).
•Other responsibilities as required.

Qualifications:

•A minimum of 3 years experience in an administrative/support role preferably within an investment environment.
•Ability to co-ordinate multiple tasks with a high level of initiative and ability to work well with minimum direction.
•Strong organizational and planning skills with the ability to multitask and deal with shifting priorities. Ability to work under pressure to meet deadlines. Able to respond in a professional manner in stressful situations.
•Proven ability to exercise sound judgment and anticipate the needs of the department.
•Personally contribute to a positive team environment by working together to achieve result through cooperation with all OMERS employees and supporting organization goals, in a professional and courteous manner.
•Advanced word processing skills (Windows Environment) including Microsoft Office (Outlook, Word, Excel, and PowerPoint).
•Excellent written and verbal communication skills.












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