Private Equity Clerk
Date Posted: July 25, 2008
Description
The Private Equity Clerk will be responsible for providing administrative support to the HOOPP Capital Partners team. The incumbent will coordinate all filing for the team, book meeting and travel arrangements, and ensure all expenses are processed in timely manner.
Administrative Functions
- Maintain and organize filing system
- Track all incoming and outgoing documents on computerized filing system
- Retrieve and file documents as requested by group
- Index and file all quarterly reports as required
- Monitor and track the whereabouts of files
- Once a year archive all old files and send them offsite
- Retrieving files from offsite as requested by group through the offsite inventory database
Meetings and Calendar maintenance
- Schedule and confirm meetings in Outlook
- Coordinate the group calendar
- Make lunch reservations as requested
- Set up meeting room for guests (serve refreshment and coffee)
- Greet guests at the front reception and escort them to the meeting room, tidy meeting room after meeting
- Arrange catering when required
Travel arrangements as required
- Plan and search flights as requested by the travelling member
- Process travel request
- Notify travel agent by phone or e-mail as per the travel request, liaise between travel agent and travelling member to coordinate flights and issue ticket
- Record meeting details on calendar and provide an agenda of the trip to the travelling member
Expenses
- Process expenses for individual members of the group as requested
- Expenses are to be processed based on currency type according to HOOPP expense policy
- Once expenses have been signed, photocopy and deliver to the finance department for processing
- Process legal expenses after they have been approved by group members
- Stamp and code invoices
- Obtain authorized signatures, photocopy and deliver to accounts payable for payment
- Open and distribute mail for the group
- Send courier packages to external parties as required
Miscellaneous Administrative functions
- Maintain publication subscriptions for the group and circulate publications
- Photocopying
- Assist the group with basic tasks as required i.e. refill photocopier with paper etc.
Back-up relief
- Provide back-up relief to Research Assistant
- Process funding and distribution requests
Qualifications
- Community college diploma and /or a combination of equivalent training, education and experience
- 3 – 5 years general office experience, including reception administration or alternatively a more experienced individual who enjoys the types of tasks described herein
- Demonstrated professionalism
- Ability to work with minimal supervision
- Demonstrated attention to detail
- Experience handling matters of a confidential/sensitive nature on a regular basis
- Able to interact well with people
- Demonstrated software skills – e.g.: Word, Excel, PowerPoint, Visio and Outlook
- Proven interpersonal/communication skills, good letter writing and grammar skills
Closing date: August 25, 2008
To apply:
Please send your résumé and a cover letter to:
Human Resources
HOOPP
1 Toronto St., Suite 1400
Toronto, ON M5C 3B2
Fax: 416-842-1162
E-mail: careers@hoopp.com
