Intermediate Administrative Assistant to provide a variety of clerical, administrative, and executive support to the Client Partnerships (CP) team - Victoria based.

Job Type: Contract
Positions to fill: 1
Start Date: Jun 05, 2023
Job End Date: Nov 30, 2023
Pay Rate: Hourly: Negotiable
Job ID: 129666
Location: Victoria
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Our Financial client is seeking an Intermediate Administrative Assistant to provide a variety of clerical, administrative, and executive support to the Client Partnerships (CP) team.

6 month contract to start, option for one 3 month extension. Victoria candidates only, Hybrid model: requires 3/5 days attendance in the Victoria office.

Must Haves:
  • ‚ÄčMinimum of three years’ experience providing administrative support in a corporate office environment
  • Proficient in the Microsoft Office Suite (outlook calendar experience a must), Microsoft Teams, SharePoint, Adobe Acrobat, and Smartsheets.
Responsibilities:
  • Coordinates all travel arrangements, including preparing spend authorizations/approval requests, booking flights and hotels, and completing expense claims
  • Attends Administrative meetings for the department
  • Assists EA with the planning of on-site and off-site team building and holiday events
  • Updates and maintains administrative and onboarding procedures, and writes other procedure documents, as needed
  • Drafts meeting agendas as required
  • Coordinates registration for the CP team for conferences, courses, and webinars including creating spend authorizations and expense reports for reimbursement
  • Assists (as needed) with proofreading and formatting of documents
  • Coordinates gifts and cards for trustees, where appropriate, when requested by relationship managers
  • Assists Managers (on all 3 teams) with scheduling meetings (this does not include active monitoring of calendars for everyday time management and conflicts)
  • Coordinates with external and internal stakeholders for calendar coordination for ad hoc meetings
  • Books prep meetings (with clients, relationship managers and internal Staff) ahead of client meetings
  • Schedules quarterly deliverable planning meetings
  • Inputs and maintains meeting information in the Client Events Calendar
  • Provides administrative support for the planning of events (client events, client education, and webcasts)