Office Coordinator

Why join the CanDeal Team?

CanDeal Group is a leading provider of electronic marketplaces and data services for Canadian dollar fixed income securities and derivatives. CanDeal’s Markets Division, provides access to a deep pool of liquidity for Canadian government, agency, provincial and corporate bonds, as well as money market instruments and interest rate swaps. CanDeal Data & Analytics (DNA) delivers data and analytics products and other services that support business, trading and technology needs for participants in the Canadian capital markets.

CanDeal Group is a growing and entrepreneurial organization with a solid foundation in the Canadian fixed income markets and an ownership group which includes: BMO Nesbitt Burns Inc., CIBC World Markets Inc., National Bank Financial Inc., RBC Dominion Securities Inc., Scotia Capital Inc., TD Securities Inc. and TMX Group.

This is an exciting time to join a growing organization led by visionary leaders who are helping to shape their industry’s future.

JOB PURPOSE

The purpose of this role is to support the organizational operations and ensure the smooth functioning of our office.This role will coordinate office procedures and resources to facilitate organizational effectiveness and efficiency.

PRIMARY RESPONSIBILITIES

Exco Partner Support

• Provide general administrative support to the identified ExCo members (as well as other senior staff if and as required). Includes assistance with legal document preparation, obtaining signatures and filing documents in CanDocs when required.
• Help coordinate and arrange conference registration for the Markets and DNA employees as required

Meeting Coordination

• Coordinate meeting set up with 3rd parties, including DNA Gov. Comm
• Arrange catering (if required), arrange conference room bookings and event coordination

Finance/Purchasing

• Monitoring and purchasing Office Supplies
• Bistro Supplies – Ordering, receiving, maintaining the inventory and stocking cabinets in kitchen and storage rooms
• Support IT purchasing as required
• Prepare purchase orders in accordance with the Finance Departments policies andprocedures
• Coordinate annual Board, GC, OC, and client holiday gift purchases and distribution
• Cheque deposits
• Credit card admin
• Support corporate donation programs that include making payments to charities as directed
• Monthly credit card expense and invoice matching
• Support mid year and year end audits
• Support mid year and year end regulatory filing
• Support annual budgeting process
• Help manage travel booking vendor

Corporate

• Support annual Insurance renewal
• Assume and/or support annual extra-provincial corporate registration renewals
• Support with CanDocs document program
• Manage incoming and outgoing mail and courier deliveries

Marketing

• Support business unit marketing requirements (e.g. branded product sourcing and purchasing, coordination with marketing agencies, etc.)
• Help coordinate corporate sports and event ticket tracking and distribution, including parking arrangements as required
• Coordinate offsite marketing events (i.e. conferences, etc.)

Facilities

• Support P&C and IT with new hire onboarding and preparedness
• Coordinate, update, and revise internal seating plans as required
• Assist with landlord coordination
• Contractor coordination for management, repairs, renos, etc.
• Manage cleaning vendor relationship and supervision
• Manage photocopier vendor, including maintenance an renewals
• New furniture purchasing
• Maintain Office and furniture key inventory

Other

• Generally support office requirements as they arise and manage fires effectively when they arise

QUALIFICATIONS

Education & Experience

• Minimum of 3-5 years experience in an Administrative/Coordinator role in a professional services environment
• Post Secondary Education in Business Administration or a related field.
• Open-minded behaviour and can-do attitude.

Knowledge, Skills & Abilities

• Proven ability to use MS Office with Outlook, Word, Power Point and Excel for scheduling purposes, presentations and organizational activities.
• Ability to set up and execute in-person and virtual meetings using various platforms (Teams, Webex)
• Strong organizational skills and multitasking skills
• Ability to manage in-person meeting logistics such as room set up, technology set up, catering and possible hotel bookings.
• Excellent written and verbal communication
• Ability to handle confidential information with discretion
• Positive and proactive attitude with attention to detail
• Ability to work collaboratively amongst various teams.

If you’re someone who is eager to learn, grow, and carve out a successful career path, this is the perfect role for you.

Please inform us if you require any accommodations during the hiring process by emailing . Please note that only those candidates selected for an interview will be contacted.

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