Executive Assistant and National Registration Coordinator

Job Responsibility:

Position title: Executive Assistant and National Registration Coordinator

Department: Registration

Region: Toronto

Status: Permanent, Full-time (Hybrid)

Day in the life of:

The Executive Assistant and National Registration Coordinator provides executive support to the Vice-President of Registration, the Vice-President of Proficiency, and the national management team. The position is also accountable, on a national basis, for coordinating statistical data and providing monthly and quarterly reports to various levels of management as well as to external organizations including the Canadian Securities Administration (CSA).

Core Responsibilities:

• Coordinate and prepare various operations and statistical reports for senior management, CIRO's Board, the CSA and other external parties
• Update and maintain departmental databases, external website information and internal electronic document storage
• Update member information on the National Registration Database (NRD)
• Provide administrative support for Proficiency advisory committee(s) including arranging meetings and taking meeting minutes
• Assist with departmental invoices and expense reports
• Manage calendars and meetings and provide support in scheduling department related events
• Liaise internally and externally with executives, committee members and assistants
• Arrange and co-ordinate travel for department as required
• Prepare and format/edit written communications, legal documents, and other reports
• Update reporting procedures manual and position guidelines as required
• Participate in and or support various departmental projects
• Arrange department-wide French translation requests
• Respond to file copy requests and send file copies to Member Dealers and individuals
• Provide technical support to staff members (NRD password reset, SharePoint, etc)
• Serve as the point of contact between staff members and external portals (FINRA and CFA, etc) to address any technical issues (ie: password reset, etc)

Skills and Competencies:

Must-Haves:

• High school degree
• Graduate of a recognized secretarial or office administration course
• Minimum 5 years' administrative experience in a corporate/legal/regulatory environment
• Strong interpersonal and communication skills, liaising with colleagues at all levels
• Strong writing skills with particular attention to detail
• Strong problem-solving skills and ability to improve internal administrative/operational processes
• Advanced computer software skills including proficiency in Microsoft Word, Excel, PowerPoint, and CRM.
• Able to multi-task and manage competing priorities
• Able to take initiative, work independently, in a team, or with minimal supervision
• Able to maintain confidentiality of sensitive information
• Demonstrated customer service skills

Nice-to-Haves:

• Knowledge of Microsoft Power BI an asset.

What we offer:

• Competitive base salary in alignment with market
• Performance based bonus
• Hybrid work environment
• Employer paid Health Benefits and Spending Account that offer flexibility to meet your individual or family needs as of day one.
• Defined Contribution Pension Plan with company matching that starts on your first day of employment.
• Paid flex days and sick days
• Vacation days
• Maternity Leave Of Absence /Paternity Leave Of Absence top up
• Paid continuous learning and continuing development, including designations.

Why the Canadian Investment Regulatory Organization (CIRO):

Our purpose and our impact

With offices across Canada - from Vancouver to Montreal, our mission is to promote healthy capital markets by regulating fairly and effectively so that investors are protected and confident investing in their futures. As a regulator, we understand that we are all investors. Therefore, a career with us is a career with purpose, protecting our future.

Culture and Working Environment

Life at CIRO is purpose and performance- driven. We foster an inclusive culture where teamwork, a forward-thinking attitude, and integrity are at the core of everything we do. This creates an environment where employees thrive, grow, and are empowered to learn and contribute their best.

Joining CIRO means becoming part of a dynamic and transparent organization that values accountability and is committed to maintaining the highest standards of regulatory oversight in the financial industry.

Looking for a career where you can safeguard the integrity of Canadian markets? Join CIRO and be part of the team that secures our financial future.

Our Commitment:

CIRO is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). CIRO will provide accommodation to job applicants with disabilities throughout the recruitment process. Should you require accommodation, please contact Human Resources.

While we appreciate receiving applications, only those applicants who closely meet the position requirements will be contacted.

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