Job Description

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange and numerous innovative organizations enhancing capital markets.

United as a global team, we’re connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

Reports to: Chief Legal & Enterprise Corporate Affairs Officer

The Executive Assistant, Legal (“Legal EA”) provides superior, high-quality executive level operational and administrative support, and reports directly to the Chief Legal and Enterprise Corporate Affairs Officer (the “CLO”). The Legal EA is a member of the group of Executive Assistants who support the Senior Management Team.

The Legal EA is responsible for the effective and efficient administration to ensure an organized and smooth running practice for the CLO and generally assist the CLO in optimizing the use of her time.

As the main support for the CLO, the Legal EA will be a point of contact for all business needs with a high level of professionalism and in a manner that reflects positively on the organization. The Legal EA will have a high degree of communication with high-level contacts including the Board of Directors, the Senior Management Team, external industry contacts such as regulators, legal teams, and other stakeholders.

Key Accountabilities:
Proactive day-to-day executive administrative support that enhances the efficiency of the CLO’s practice which includes:

Prepare internal and external correspondence (emails, letters, memos, expense forms, communications, presentations, etc.) with a high level of accuracy in a timely manner

Oversee all incoming and outgoing communications - Review correspondence and initialize action where possible

Deliver sophisticated calendar management to coordinate and manage an active, complex calendar for the CLO - booking meetings and appointments (resolving scheduling issues - prioritizing requests while avoiding conflicts), organizing attendance across time zones, and making any necessary travel arrangements

Coordinate logistics of attendance at various meetings, seminars, workshops, special projects or events as needed

Screen incoming telephone calls; take and deliver accurate messages

Coordinate meetings, business communications, conferences and seminars (preparing agendas, catering, booking venues, developing agendas, coordinating invitees, set up, etc.).

Management of contacts and files

Handle sensitive matters and correspondence with a high level of discretion, confidentiality, and good judgment

Respond to and resolve general and confidential inquiries, working closely with other internal departments, as well as external contacts

Liaise with the senior management team and those who report directly to the CLO

Keep the CLO updated; anticipate the CLO’s needs in advance of meetings and ensure accurate meeting/informational materials are provided as needed

Act as a gatekeeper for the CLO, both internally and externally

Maintain to do lists and follow up to ensure tasks are completed on schedule

Plan and manage internal and external events hosted by CLO with an eye to detail

Support technical needs, particularly related to coordinating virtual meetings on various technology platforms

Administration of business expenses and vendor invoices

Coordinate and complete special projects/assignments

Other general support and administration duties

Must haves:
A minimum of 10 years’ experience in the legal field and/or corporate environment as an executive assistant supporting a legal executive or corporate executive level

Adept level of relationship acumen to navigate complex situations that require a high degree of discretion, judgment and prioritization

Excellent communication skills (both written and verbal) with a high level of confidence and professionalism

Exceptional organizational, time management and problem-solving skills

Capable of managing multiple responsibilities with flexibility and adaptability while maintaining a high quality of work

Attuned to schedules and preparing files in advance of meetings

Proficient in Microsoft Suite and Adobe Suite, as well as some knowledge of online collaborative tools such as Google Meet, Microsoft Teams, WebEx and Zoom

Meticulous eye for detail and accuracy

Ability to confidently handle oneself with a wide range of stakeholders (e.g., business partners, clients, Board members, employees)

Proven self-starter who takes initiative and thrives in a fast-paced environment

Nice to haves:
Familiarity with Google Suite

Working Environment: Hybrid model

In the market for…

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection - With site hubs in some of the world’s most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact - More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led Team Impact spreads social good via our giving strategy.

Wellness - From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger “we”. Plus, with a cloud-first and hybrid workstyle, as well as generous time-off and leaves, we support a life well lived!

Growth - From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.

Ready to enrich your career with impactful work, leaders who truly care, and the flexibility and programs to help you thrive as part of #TeamTMX? Apply now.

TMX is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it.

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