We are seeking a highly organized and detail-oriented Administrative Assistant - Filing & Investment to support a team of professionals in the Investment Management Division of our crown corporation client. The role involves managing the intake, processing, and closing of regulatory and compliance files, including fee verification, security checks, and document preparation, while ensuring accurate data entry and effective coordination with internal stakeholders.

PLEASE NOTE: This role is a 3-month contract with possibility of extension and/or permanency.

Roles and Responsibilities

File Management and Compliance Administration

• Monitor and manage new file submissions multiple times daily.
• Conduct fee and payment checks, validate submission requirements, and input data into internal systems.
• Coordinate approvals for fee adjustments, process refunds, and manage outstanding fee records in SEDAR+.
• Liaise with screeners to route files appropriately and escalate issues as needed.
• Handle file opening processes, including acknowledgment letters and conducting security checks.
• Ensure proper file closure, including distribution of decision documents to stakeholders and platforms such as CANLII, SEDAR+, CSA SharePoint, and OSC Bulletin.

Administrative and Operational Support

• Prepare and format a variety of documents including correspondence, reports, charts, and presentations.
• Provide scheduling support for internal and external meetings, including calendar management and logistics coordination.
• Monitor the division’s shared mailbox and direct inquiries to the appropriate staff members.
• Utilize the Reg360 database to track new inquiries and manage assignment routing.
• Act as a superuser for internal systems and provide technical assistance or escalate to IT as required.
• Provide backup coverage for other administrative staff as needed.

Qualifications and Skills

• Minimum 2 years of administrative experience in a professional office environment.
• Demonstrated ability to manage multiple priorities and deadlines with strong organizational and time management skills.
• Excellent verbal and written communication skills, with the ability to handle confidential matters with discretion and tact.
• Strong attention to detail and ability to problem-solve independently.
• Customer service-oriented with the ability to collaborate effectively in a team environment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Visio)

Nice-to-Haves

• Familiarity with platforms such as SEDAR+ is a strong asset.