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
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:
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:
- Minimum 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.
- 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)