Job Description

One of our major banking clients is looking for a Senior Administrative Assistant
Length: 12 months contract with a possibility of extension
Location: Toronto, ON - Hybrid (3 days a week in the office and 2 works from home)
Work Hours: Monday to Friday, 8:30am to 5pm.

ROLE SUMMARY:
This role is new because the workload for existing Admins has expanded, and additional help is required.
The work environment for this role is on the trade floor, it is not a typical office environment. It is an open workspace where the admin sits with the team they support. They need to be comfortable working in a louder work environment and focus through distractions. General responsibilities: calendar management, expense management, travel coordination, maintaining data in Salesforce (Client Relationship Management tool), occasional event coordination, other ad hock administrative duties.

RESPONSIBILITIES INCLUDE:

• Will support 12 professionals of varying seniority in the Debt Capital Markets team, working closely with other Sr. Administrative Assistants who support other members of the team.
• Maintains and monitors calendars of scheduled appointments, upcoming events and matters requiring immediate attention as directed by the Professional.
• Coordinates meetings, including dispatching meeting invitations and agendas to attendees, booking meeting rooms, and arranging for IT resources and catering in support of smooth and efficient meeting facilitation.
• Conducts client research and compiles research packages and briefing notes for the professionals.
• Manages complex international multi-leg travel, often requiring continuous changes, and rescheduling
• Monitors departmental expenses and maintains an efficient filing system to ensure reports, correspondence and financial documentation are maintained and readily available. Establishes and maintains organized electronic filing systems to ensure that business and operational reports, forms, and other business documentation are readily available.
• Responsible for timely and consistent maintenance of client contact databases, such as Salesforce. Coordinates with Salesforce Business Analysts to produce customized reports and ensure data quality is maintained on behalf of the business. Runs monthly reports and interfaces with internal departments on client mailings and external events. Runs weekly pipeline report.
• Leads or helps with internal and/or client events as requested. May assist with day-of execution.
• Prepares and dispatches outgoing mail and interfaces with selected couriers to ensure packages have been delivered within established timeframes.
• Screens telephone calls and responds to routine and moderately complex inquiries.
• Performs back-up function for other.

EXPERIENCE AND EDUCATION REQUIREMENTS:

• Requires 1-3 years of experience in an administrative/ professional support function in a fast paced environment, dealing with moderately complex issues and managing conflicting priorities.
• Undergraduate degree or post-secondary education preferred. Basic knowledge of corporate business structure and practices including an understanding of the organizational unit, its functions and products, and customer groups.
• Very good understanding of the processes, policies and procedures required for supporting the business unit.

SKILLS REQUIREMENTS:

• Ability to independently organize moderate amounts of business information and develop it into cohesive, professional reports and presentations. Recognize and respond to business related issues within the scope of the material.
• Detail oriented, extremely well organized, and able to multitask while dealing with conflicting priorities and timelines.
• Advanced level PC skills (MS Office: Excel, Word, PowerPoint, and Outlook).
• Advanced communication skills, both written and verbal.
• Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships.
• Ability to leverage knowledge of the organization and the supported business unit to carry out accountabilities.
• Ability to work both independently and as a team player.
• Ability to deal with confidential materials in an appropriate manner.

NICE TO HAVE:

• 1 -2 years calendar management at a law office, dental office
• Demonstrating progression on their resume (i.e started off as a receptionist) and promoted into admin role
• Admin role within Capital Markets
• Call centre/ branch roles do not typically transition well in terms of skillsets
• problem solver , critical thinker, professional.

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 Saundarya.

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

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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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