Role Title: Administrative Assistant
Duration: 18 months
Working hours: 37.5 hrs/week, 9am-5pm EST
Office location: Toronto, On (Hybrid work requirements: 2x a week in office)
 
Role Mandate:
The team is looking for a skilled contractor to provide administrative support for directors and CIOs within technology and operations.
 
Team Structure:
Each leader is assigned 1 admin, and each admin supports 2-3 (average of 2.8) leaders. The work is mostly independent, but there is a small collaborative component as well with their broader team of 17 peers.
 
Role Responsibilities:

• Manage calendars, schedule meetings, and coordinate complex travel arrangements/expense submission for senior managers.
• Prepare agendas, take meeting minutes, and ensure timely follow-up on action items.
• Assist with project tracking, reporting, and documentation for technology and operations initiatives.
• Support procurement processes, vendor management, and invoice tracking.
• Draft and edit correspondence, presentations, and reports for internal and external stakeholders.
• Maintain accurate records and organize digital and physical files in compliance with company policies.
• Utilize advanced features of Microsoft Office Suite, collaboration tools (Teams, SharePoint), and internal banking systems.
• Troubleshoot minor technical issues and liaise with IT support when necessary.
• Handle sensitive information with the highest level of integrity and confidentiality.
• Ensure adherence to regulatory and internal compliance standards.

 
Must Have Skills:

• 2+ years of experience supporting mid or high-level managers.
• Independent worker.
• MS Office Suite experience.
• Verbal & written communication skills.
• Collaboration & team skills.
• Analytical and problem-solving skills.
• Attention to detail & organizational skills

 
Nice to Have Skills:

• Previous financial industry experience.
• Relevant post-secondary degree.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 27.13/hr.