Senior Executive Assistant to support Senior Stakeholders for a Large Banking Client - 52287-1

Job Type: Contract
Positions to fill: 1
Start Date: Jun 12, 2023
Job End Date: Dec 31, 2023
Pay Rate: Hourly: Negotiable
Job ID: 130158
Location: Toronto
Duration:  7 mo (possible extension) 
Location:  Toronto downtown hybrid
Job ID:  52287-1

Our Banking client is in need of a Senior Executive Assistant to support Senior Stakeholders

Must Have:
  • 5+ years experience as an Executive Assistant with a dual mandate supporting C-Suite stakeholders 
    • calendar management, travel arrangements, expense reports, communication support, report generation, etc.
  • 5+ years leading the planning, coordination, and implemention of department events
  • 5+ years with Microsoft Suite experience (Outlook, Powerpoint, Excel etc.)
Nice to Haves:
  • Previous banking or financial services experience
Key Responsibilities

This exciting role will have you working with top notch professionals in managing calendars, daily activities and providing white glove customer service to various internal stakeholders on their behalf. The ideal candidate will have supported senior leaders and/or executives for no less than 5 years and have strong command of the English language, in addition to an effortless ability to articulate ideas both orally and in writing. This role is part of a larger team of administrative resources which requires back up coverage for colleagues and, therefore, gaining knowledge of different lines of business within the ERPM (Enterprise risk and Porfolio Management).

*** The candidate will be acting as a strategic partner to the head of strategic business operations who reports to the COO***
  • 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.
  • Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
  • Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
  • Provides input into the planning and implementation of administrative programs.
  • Coordinates and monitors budgets and reporting on results vs. budget.
  • Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
  • 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.