Job Description

Administrative Assistant

This is a hybrid role with a mix of remote and in-office working.

At Fidelity, we’ve been helping Canadian investors build better financial futures for over 35 years. We offer individuals and institutions a range of trusted investment portfolios and services - and we’re constantly seeking to find new and better ways to help our clients. As a privately owned company, we boldly embrace innovation in all areas as we continue to grow our business into the future.

Working with us means you’ll be part of a diverse and dedicated group of people who make a real difference for our clients and communities every day. You’ll have a wide range of opportunities to grow and develop your career in an inclusive environment where you’ll feel valued and supported to be your best - both personally and professionally.

The Role:

The Administrative Assistant provides a variety of coordination and administrative services to the management team. They will interact with all levels of the organization as well as external clients/contacts and supports the day-to-day operations of the department by acting as the first point of contact for all administrative needs, requests, and inquiries.

What You Will Do:

1) Manages calendar for management team members as required.

Meetings are scheduled and appropriate follow-up conducted (who has accepted, declined, should meeting be rescheduled based on who declines etc.). There are up to 5-6 calendars to manage at a time (with various degrees of complexity).
Meeting conflicts are identified and prioritized as necessary.
Meeting material is prepared and available in a timely manner.
Meeting rooms are properly equipped (LAN access, room-set-up etc.).

2) Provides general administrative support such as invoice payment, completing requisitions, filing and expense reporting.

Purchase Requisitions for the IS team are submitted on time and accurately.
Invoices/ payments adhere to corporate guidelines and timeliness.
MACs (Move, Add, Change) are completed and are followed-ups to ensure completion.
Travel itineraries are prepared and available in a timely manner.
T&E reports are submitted on time and accurately.

3) Assist with the onboarding of new joiners to the team.

Submit MACs (Move, Add, Change) requests and followed-ups to ensure completion
Coordinate the equipment and software requirements for new joiners.
Maintain Day 1 Welcome package and assist with first day introduction and tours.

4) Prepares and revises reports and databases as required.

Assists with the tracking of various performance measures on behalf of the team (reporting inventory, sick & vacation days, etc..).
Departmental e-mail distribution lists are up to date.

5) Plans and coordinates meetings, special functions, and events, both on and off site.

Arrangements for equipment (computers, LAN access) have been made and are tested to ensure functionality.
Catering is set-up and clean up is arranged, as necessary.

6) Responds to internal and external inquiries and requests for information.

Gathers all relevant information from requestor.
Directs inquiries to the appropriate person(s).
Explains policies and procedures.

7) Provides reception relief when requested by Human Resources.

Acts as first point of contact for external visitors.
Provides phone support.
Assists with scheduling of meeting rooms sure.

The Expertise You Bring:

Excellent verbal and written communication skills.
Excellent organizational and planning skills.
Ability to maintain confidentiality and demonstrate considerable use of tact, diplomacy, discretion, and judgment.
Team player with good interpersonal skills.
Strong computer skills in MS Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.

We are in search of a candidate with the following:

1 - 3 years of experience in an administrative role, preferably in the financial services/mutual fund industry.
Post-secondary education or equivalent work experience.

Current work authorization for Canada is required for all openings.

Fidelity Canada is an equal opportunity employer

Fidelity Canada is committed to fostering a diverse and inclusive workplace. We will consider all qualified applicants for employment regardless of race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, age, disability, family status, protected veterans’ status, Aboriginal/Native American status or any other legally-protected ground.

Accommodation during the application process

Fidelity Canada welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in the selection process. If you require an accommodation, please email us at

FidelityCanadaStaffing@fidelity.ca

No telephone inquiries or agencies please. We thank all applicants for their interest, please be advised that only those selected for an interview will be contacted.

Why Work at Fidelity?

We are proud to be recipients of the following:

Awards

Canada's Top 100 Employers

o Greater Toronto's Top Employers
o Canada's Top Family-Friendly Employers
o Canada's Top Employers for Young People

Great Place To Work® Certified

o Best Workplaces for Inclusion
o Best Workplaces for Mental Wellness
o Best Workplaces for Today's Youth
o Best Workplaces for Women
o Best Workplaces in Financial Services & Insurance
o Best Workplaces in Ontario
o Best Workplaces with Most Trusted Executive Teams

LinkedIn Top Companies in Canada

Human Resource Director (HRD) - Best Place To Work

o HRD - 5-Star Benefit Program
o HRD - 5-Star Diversity & Inclusion Employer

Designations

Canadian Compassionate Companies – Certified
Benefits Canada's Workplace Benefits Award - Future of Work Strategy
TalentEgg National Recruitment Excellence Award - Special Award for Diversity & Inclusion in Recruiting
Canadian HR Reporter's Most Innovative HR Team

Fidelity Investments

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