Job Title:
Manager, Operations & Administration
Hiring Manager:
Anthony Scilipoti, Chief Executive Officer
Josie Monasterolo, Chief Operating Officer
About the Opportunity:
Veritas is looking for an exceptional organizer and executor to work directly with the President & CEO and support the broader executive team. This is not a traditional administrative assistant position. The person in this role will become an important part of how the business operates. You will help organize priorities, manage projects, coordinate people, maintain systems and make sure commitments turn into completed work. The right person gets satisfaction from bringing order to complexity. They notice what others miss. They like building systems, keeping people accountable and taking ownership of a project from beginning to end. You will have significant visibility across our businesses and will work closely with senior executives, employees, clients and external partners. For someone who performs exceptionally well, the role can grow substantially. Previous individuals who have excelled in this position have progressed into much broader leadership responsibilities within Veritas. We are not looking for someone who views this position simply as a stepping stone to another profession. We are looking for someone who sees operational excellence, organization and execution as valuable skills and wants to become exceptional at them.
About Veritas:
Twenty-six years ago, Veritas Investment Research challenged the traditional equity research model. Rather than giving research away to support investment banking relationships, we built an independent research business where clients pay us for our work. Today, Veritas has grown into Canada's largest independent equity research firm. Independence allows us to say things others cannot or will not. Our broader businesses now span investment research, asset management and other initiatives, creating an environment where an exceptional operator can gain exposure to many different parts of a growing entrepreneurial organization.
Job Type:
Full-time, with a minimum of 4 days per week in the office.
Job Description:
Your primary responsibility is to make the Office of the CEO and the executive team operate better.
Key Responsibilities:
- Managing the President & CEO's calendar, priorities, meetings and commitments
- Anticipating scheduling conflicts, required preparation and follow-up rather than simply reacting to requests
- Helping manage the CEO's inbox and communications, including drafting or responding to correspondence when appropriate
- Tracking commitments arising from meetings and ensuring that people follow through
- Coordinating projects involving multiple members of the organization
- Creating systems, checklists and processes that improve how recurring activities are handled
- Preparing executives for meetings, client interactions, conferences and other commitments
- Coordinating executive travel and logistics
- Managing conferences, webinars, client events and internal initiatives from planning through execution
- Supporting onboarding and offboarding of employees
- Maintaining key CRM information, client entitlements and operating records
- Research report publishing and marketing activities when required
- Preparing and formatting presentations and executive materials
- Managing executive expenses and related administration
- Identifying things that are falling through the cracks and taking ownership of getting them resolved
- Providing backup support across important operational functions when other team members are unavailable
What Success Looks Like:
- The CEO does not have to remember everything because you do
- Meetings happen with the right people, information and preparation
- Commitments are followed up without repeated reminders
- Important details rarely fall through the cracks
- Recurring problems become processes
- Projects move forward because someone is actively driving them
- You anticipate what is required before being asked
- The executive team trusts you with increasingly important responsibilities
- You make the organization more organized simply by being part of it
You are likely to thrive in this role if you:
- Are exceptionally organized
- Have very strong attention to detail
- Take personal ownership of getting things finished
- Naturally create lists, systems, processes and structure
- Enjoy juggling multiple priorities
- Are comfortable reminding senior people about commitments
- Enjoy solving problems rather than explaining why something cannot be done
- Are discreet and understand the responsibility that comes with access to confidential information
- Communicate clearly and professionally
- Are technologically comfortable and eager to learn new tools
- Have high energy and enjoy a fast-moving entrepreneurial environment
- Are adaptable when priorities change
- Want increasing responsibility as you demonstrate that you can handle it
- Take pride in making other people and the organization more effective
Just as importantly, this role will not suit someone who wants a narrowly defined job, waits to be told what to do, dislikes administrative detail or believes that organizational work is beneath them.
Ideally, You Will Have:
- A university degree or equivalent professional experience
- Several years of experience in executive support, operations, project coordination, professional services or another demanding business environment
- Strong Microsoft Office skills, particularly Outlook, Word, Excel and PowerPoint
- Experience with CRM systems such as Microsoft Dynamics 365
- Strong written communication skills
- Experience coordinating projects involving multiple people and deadlines
- Experience in financial services is helpful but not essential. Intellectual curiosity and the ability to learn quickly are more important.
Contact Information:
Veritas Group of Companies
100 Wellington Street West
TD West Tower, Suite 3110, PO Box 80
Toronto, Ontario
M5K 1E7
