Administrative Assistant, CEO’s Office

Key Attributes

• High degree of accuracy and attention to detail.
• Ability to prioritize, multi-task, and work in a fast-paced environment. Strong written and verbal communication skills.
• Excellent organization and time management skills.
• Willingness to go above and beyond continuously to provide an exceptional client experience.

Primary Responsibilities

Responsible to the CEO’s Office concerning:

• Internal and external meeting scheduling (calendar management).
• Travel requirements include booking, tracking, and changes as needed.
• Preparation and completion of personal expense reports.
• Meeting and client support – including meeting room bookings, and coordination of food/meals as needed.
• Booking conference calls as needed.
• Attend to phone calls/emails from clients, prospects, and referral sources, and ensure satisfaction with all communications.
• Assure all reports, data files, and databases are properly managed and organized.
• Special projects for the CEO’s Office.
• Responsible for updating CRM contacts and ensuring all CRM data is current and up to date.

Responsible to the Office Manager on an as-needed basis:

• Greeting clients, visitors, and guests upon arrival including seating and providing refreshments.
• Tending to client and visitor questions and providing exceptional customer service.
• Attending to all receptionist duties including answering the phone (Zoom-synched landline/desktop application) and directing out calls as needed.
• Managing the Outlook meeting room calendar and assisting team members as needed.
• Setting up and cleaning rooms before and after meetings.
• Ordering and receiving outside catering for meetings as needed.
• Ensuring that the front desk and reception area are kept clean and organized at all times.
• Proving support to the firm's team members as needed.

Qualifications

• Minimum 2 years of administrative experience in a busy professional services environment.
• Excellent verbal and written communication skills.
• Solid business acumen with strong interpersonal skills and demonstrated ability to build positive professional relationships.
• Strong attention to detail and consistent production of high-quality work.
• Ability to work effectively within tight timelines on simultaneous projects.
• Strong knowledge of and experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook & MS Teams).
• Experience with Salesforce is considered an asset.
• Exceptional client service mindset.
• This role is required to be primarily in-office 5 days per week, with occasional work-from-home flexibility.
• Process-oriented and detail-oriented person who takes pride in delivering high-quality work.
• People person who enjoys working in a fast-paced and dynamic environment with other functions in the organization.

Compensation

• Industry competitive hourly rate.
• Career advancement with demonstrated performance.

Qualified candidates should apply at careers@primequadrant.com, with Administrative Assistant Applicant as the subject line.

About Prime Quadrant

Prime Quadrant serves more than 200 affluent families across North America and consults on CA$22+ billion in assets. Our mission is to empower families for the future and assist them across the full range of their financial, social, and human capital needs. Our culture is the Prime Quadrant PATH – we are Purposeful, Authentic, Tenacious and Humble. Our shared values were created by our team, for our team. We are centered around striving for excellence for both ourselves and our industry.

Prime Quadrant is proud to be designated one of the Best Workplaces™ in Canada. Our people care deeply and passionately about the work they are doing and share the same goals. We are deeply grateful for the work we are privileged to do, the wonderful families we are fortunate to serve, and the exceptional team around us. We take pride in our team being dedicated to creating a work environment built on trust, inclusivity, and resilience.

To learn more about Prime Quadrant, please visit: https://www.primequadrant.com