Executive Assistant

Executive Assistant Job Description

Polar Asset Management Partners is a Toronto based alternative asset manager established in 1991 which manages approximately US$6.5 billion. With teams in Canada, US, and the UK, we are committed to generating superior risk-adjusted returns with low volatility and a focus on capital preservation.

We are looking to hire an Executive Assistant to provide professional and confidential support to the Family Office of Polar’s Founders. Reporting to the CEO and working closely with other members of the Family Office Team, the ideal candidate will have a strong work ethic, customer service mindset, collaborative, and outstanding organizational skills.

Description

• Act as a representative of the Executive team, and Family Office, as needed. Handle incoming and outgoing communications (phone calls, emails, and other correspondence)
• Handle highly confidential matters with discretion and integrity as it relates to the daily activities of the CEO, CIO and the organization
• Strategically and efficiently manage the CEO and CIO’s schedule including coordinating all travel arrangements, day-to-day activities, meetings, etc. Coordinate with internal and external stakeholders, to facilitate and optimize the CEO and CIO’s time
• Assist the CEO, CIO and the Executive Management Team in organizing and coordinating meetings, and all carry forward action items
• Maintain strong working relationships with other internal teams and employees
• Manage and organize records through electronic and physical filing systems in a timely manner, ensuring data security and confidentiality
• Liaise with banks and internal teams to ensure all invoices received are processes promptly
• Draft subscription agreements for investments
• Responsible for documenting and submitting the executives’ expense reporting
• Other ad hoc projects as needed

Position Requirements

• Undergraduate degree or diploma and a minimum of 5 years of work experience in a similar position, supporting C-level executive(s) required

• Proven ability to exercise solid judgment, acting as a gatekeeper around priorities, appointments, and other confidential matters

• Excellent proficiency in Outlook, Microsoft Suite (Excel, Outlook, PowerPoint, and Word) and other relevant systems

• Comfortable with numbers, familiar with accounting processes surrounding receivables /payables, and comfortable uploading/downloading information to/from external databases

• Outstanding written and verbal communication skills, with ability to draft professional emails and documents

• Positive and driven attitude, with willingness to learn and improve processes

• Excellent interpersonal skills and professionalism

• Strong attention to detail, exceptional organizational skills, and the ability to prioritize and balance multiple time-sensitive tasks

• Able to work onsite when the CEO and CIO are in office

• Willing to provide out of hours support, when required (not regularly)

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.