Job Description

One of our major banking clients is looking for an Administrative Assistant - SharePoint- Accounting-Marketing-Bank Exp.
Length: 12 months contract with a possibility of an extension or permanent
Location: Toronto, ON - Hybrid (Minimum 2 days per week in office)
Working hours: Monday - Friday 9:00am - 5:00pm
LOB: B2B capital markets and commercial banking

ROLE MANDATE:
Under the direction of the CMO, B2B Marketing, Events & Design, this job is accountable for providing executive administrative support to the CMO as well as marketing administrative support to the B2B Marketing, Events and Design teams which encompasses:

• Capital Markets Marketing (globally)
• NA Commercial Bank Marketing (Canada & US)
• Event-based Marketing
• Design

The job is also accountable for day-to-day office management of the Toronto-based B2B Marketing offices and virtually supports the global department as needed.

KEY ACCOUNTABILITIES:

A. Business Delivery and Operational Effectiveness
Provide administrative support to CMO, B2B Marketing, Events & Design:

• Schedule of meetings, conference calls and logistics
• Coordination of travel arrangements, booking flights/hotel reservations as needed
• Catering requests / team offsite & meeting coordination
• Organize and process all HR-related requirements for new/temporary/contract employees including arranging for security pass, telephone, computer and other technical requirements
• Maintain department organizational charts
• Track and reconcile monthly cost center reports
• Invoice approval through SmartProcure
• Act as delegate for both Workday and Coupa

Office Manager for Toronto B2B Marketing offices with duties including:

• Point of contact with floor manager for equipment and building issues
• Management and organization of courier shipments and mail (outgoing & ingoing)
• Maintain distribution lists for the B2B Marketing
• Oversee building access for team (Canada & US)
• Business Continuity Plan (BCP) owner
• Newspaper subscription renewal

Marketing Administration Support

• SharePoint admin
• Conference admin including compiling survey results, PPT title slide development, circulating weekly calendar, system data entry, webcast tracking and occasional onsite event support etc.
• Quarterly cross charging
• Coordination and Admin Support for third party marketing activity (i.e. sponsored VIP lounge)

B. Client and Relationship Management

• Close working relationship with CMO to provide administrative support
• Interaction with Marketing administrative assistants to arrange schedules and meetings
• Interaction with outside suppliers which must be handled with tact and discretion to facilitate mutual working relationships
• Interaction with rest of B2B Marketing, Events & Design groups and ability to solve problems

C. Change and Innovation

• Evaluate current office procedures and recommend ways to improve workflow and process
• Identify and implement best-practices and ensure they are shared with others

D. Risk Management & Control

• Responsibility for quality control, accuracy and compliancy of marketing records
• Act as proof-reader for department communications
• Act as delegate for CMO in Workday and Coupa
• Act as BCP Coordinator for Canadian Team
• Represent B2B Marketing, Events & Design in a professional manner both internally and externally

KNOWLEDGE:

• Minimum 3-5 years work experience as an office manager/executive administrative assistant
• College diploma or University degree preferred
• Fundamental awareness of banking products and services
• Fundamental knowledge of the organization and policies and procedures considered an asset
• Experience and/or education in marketing considered an asset

SKILLS:

• Professional polish and ability to interact with senior executive offices
• Team player, motivated and committed, self-starter and quick learner, confident, assertive, strong interpersonal skills
• Ability to work in ambiguity and under pressure, as well as handle multiple projects simultaneously
• Excellent organizational skills and attention to detail
• Ability to work across the organization
• Solid written and oral communication skills
• Familiar with accounting systems (i.e. Coupa)
• Strong proficiency in Outlook, Teams, Excel, PowerPoint, Word, Adobe Acrobat, SharePoint
• Ability to work independently within specific parameters/guidelines to support the execution of activities
• Professionalism and ability to deal with sensitive issues including confidential information and records

CROSS FUNCTIONAL RELATIONSHIPS:
This job requires the interaction with the following processes and/or groups:

Coordinating: This job must work with all parts of Marketing, Financial Group and B2B business groups to arrange meetings and update schedules as well as ensure smooth operation of marketing office.

Service Getting: This job has the authority to ask for information regarding set u

...

p of new employees and anything else required ensuring smooth operation.

URGENT: Please read the job description above. If this interests you, apply to the job with your most updated resume, including your contact number and email address.

The recruiter in charge of this role is Sunita.

If you do not think you are a match for this opportunity, but know someone who is, feel free to forward this job description to them and you will be eligible for a referral bonus upon a successful hire.

Please note that this is the most up to date version of job description available at this time - During Client Interview you will receive additional information - variance may apply!

Please note: Adherence to our end client\'s vaccination policy is a requirement.

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