Administrative Assistant
Invesco Mutual Fund
Charlottetown, Prince Edward Island, Canada
6d ago

As one of the world’s leading asset managers, we are solely dedicated to delivering an investment experience that helps people get more out of life.

If you're looking for challenging work, smart colleagues, and a global employer with a social conscience, explore your potential at Invesco

The Department

Insight and Analytics is responsible for growing data driven decision making at Invesco. The group works mostly with the Americas Distribution and Marketing teams to help increase net sales through a better understanding of our clients (financial advisors).

It works like a small startup within the organization, with a clear focus on improving effectiveness and efficiency through end-to-end management of data, analytics, visualization and in-field implementation.

While the team is not new, there is a distinct focus on restructuring the talent through training and recruiting as well as redefining the engagement model with the rest of the organization.

In short, it’s an exciting place to be at for leaders who want to set and own their paths forward.

Your Role

The Administrative Assistant is a part of three-person team dedicated to supporting the Insights, Analytics and Marketing function.

The team focuses on executive administration, departmental management along with vendor management.

You will be responsible for :

  • Provide strategic, complex calendar management based on an understanding of key priorities and objectives. Arrange and coordinate complicated domestic and international travel
  • Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines.
  • Perform as a subject matter expert for policies and procedures
  • Handle external visitor process for CMO and leadership teams including adding to visitor log, designating greeter onsite, any other requests with building management or technology along with parking permits / validations
  • Handle regular activities without prompting, and advise in advance with issues or delays. Act as a liaison both internally and externally, maintaining a sense of integrity and collaboration.
  • Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access. Work with the marketers to onboard new agencies onto Invesco’s platform, manage the agency relationship and ensure service delivery per contractual commitments
  • Manage the coordination and logistics of internal departmental meetings including agenda development, speaker prep sessions, meeting room / conferencing scheduling, meal ordering for meetings, etc.
  • Produce high quality emails and messages to individuals at all levels of the organization
  • Maintain current organizational charts, email distribution lists and Executive Bios. Support the departmental Microsoft Team’s site along with SharePoint.
  • Develop a team environment that cultivates growth and the desire to help others.
  • Assist in agency invoice processing, new vendor setup, purchase requisition submissions and purchase order tracking, reconciliation of billing variances, and budgeting.
  • Serve as the first point of contact for all invoicing issues and liaise with internal departments as required to resolve vendor’s issues and questions

  • In conjunction with Procurement, handle all vendor master agreements, ensuring all SOWs and contracts are reviewed in accordance with all applicable Invesco policies (e.
  • g., Global Procurement Policy) and have been approved by all requisite committees. Work with Procurement to administer and maintain necessary contract documentation with suppliers.

    The experience you bring :

  • 3+ years of experience of administrative support; C-suite executive level experience a plus!
  • Proficiency with Microsoft Office with emphasis on PowerPoint and Excel
  • Excellent organization, time management, and interpersonal skills
  • Ability to communicate in clear language both verbally & in writing
  • Flexibility; the ability to set priorities and work well under pressure to meet deadlines
  • Advanced ability to organize and strong attention to details
  • Tact and good judgment in confidential situations, and proven experience interacting with senior management
  • Strong interpersonal, written, and oral communication skills
  • Bachelor’s degree strongly preferred, equivalent work experience will be considered. Experience in financial services, a plus!
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