Job Description

One of our banking clients is looking for an Executive Assistant (FI/banking experience)
Length: 4 months contract with possibility of extension or converting to permanent
Location: Toronto, ON - Onsite
Working hours: 9am-5pm or 8am-4pm
Line of Business: Corporate Areas / ERPM / NA Retail Risk

ROLE MANDATE:
Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

Candidate Value Proposition:
This role allows the candidate to work in an established institution and with multiple groups within the bank, which will allow candidate to build effective skills and confidence. The individual is exposed to other lines of business, as there are lots of opportunities for learning, growth, and development.

Group Culture:
This individual will be working with senior executives. Teams are very supportive of one another. The individual will receive vast exposure to multiple areas within the bank.

ROLE RESPONSIBILITIES (including, but not limited to):

• Identifies, develops, recommends, and implements cost saving opportunities and seeks approval for recommendations
• Provides subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives
• Builds effective relationships with internal/external stakeholders
• Breaks down strategic problems, and analyses data and information to provide insights and recommendations
• Gathers and formats data into regular and ad-hoc reports, and dashboards
• Leads the planning, coordinating, and implementing department events
• Builds change management plans of varying scope and type; leads or participates in a variety of change management activities including readiness assessments, planning, stakeholder management, execution, evaluation, and sustainment of initiatives
• Provides senior level administrative and operational support within a large, diverse team including one or more senior executives
• May manage and supervise the day-to-day functions of an administrative team
• Oversees the centralized tracking and record maintenance of staff vacations and absences, in accordance with divisional guidelines, to ensure consistency in entitlement and to determine staff availability
• Resolves escalated issues
• Establishes administrative support & reception best practices and ensures consistent adoption
• Leads the execution of administrative programs; assesses and adapts as needed to ensure quality of execution
• Manages and monitors calendars and upcoming events
• Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation
• Supports the coordination and implementation of department events
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available
• Supports the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures)
• Dispatches outgoing communications
• Answers central phone line, responding to and resolving/escalating inquiries
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements

-Prepares and logs departmental expense claims and reports

• Tracks expenses to ensure they stay within budget
• Makes travel arrangements, booking flight/hotel reservations as needed
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.)
• Collaborates with internal and external stakeholders to deliver on business objectives
• Organizes work information to ensure accuracy and completeness
• Focus is primarily on business/group within the bank; may have b

...

roader, enterprise-wide focus

• Exercises judgment to identify, diagnose, and solve problems within given rules
• Works independently on a range of complex tasks, which may include unique situations
• Broader work or accountabilities may be assigned as needed

MUST-HAVE SKILLS:

• 5-7+ years of relevant experience in a similar role
• Experience with MS Office, Outlook, Outlook Calendar, etc.
• Recent experience working as an Executive Assistant in a professional environment

NICE-TO-HAVE SKILLS:

• FI / banking experience preferred
• Experience with inbound and outbound calls

SOFT SKILLS:

• Strong verbal and written communication skills
• Strong organizational and prioritization skills
• Strong attention to detail
• Ability to present and come across in a professional manner
• Ability to meet deadlines with time management skills

EDUCATIONAL BACKGROUND:

• Post-secondary degree / diploma preferred
• Experience over education

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 Fathiya.

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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