One of our major Banking clients is looking for an Executive Assistant (Concur, Banking/Financial Services)
Length: 6 Months contract with the possibility of extension and conversion to full time employment
Location: Toronto, ON - Hybrid (2 days per week in office/flexible on days)
Working Hours: Monday - Friday, 9:00am - 5:00pm
Line of Business: People Culture and Brand
'The start date of this job is flexible and in order to find the best candidate the job may remain open much longer than the date mentioned on this posting... or you may be asked to start sooner than the expected start date if you are able to do so !'
Please read the job description below. If this interests you, please send a MS-Word version copy of your resume (ASAP) along with a telephone contact number: E-mail to talent@teamrecruiter.com
Please mention the job title above in the subject line
The recruiter in charge of this role is San Thangarajah
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If you do not think you are a match for this opportunity, but know someone who is, feel free to forward this email to them and you will be eligible for a referral bonus upon a successful hire.
Requirements:
ROLE MANDATE:
The selected candidate will be covering a maternity leave for the Communications & Social Impact Team. They will be responsible for supporting two senior level Executives. They will perform a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to an Executive(s) 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.
ROLE RESPONSIBILITIES (including but are not limited to):
Provides proactive, precise senior level administrative and operational support within a large, diverse team including one or more senior executives
Acts as conduit to an Executive and their team, responding to and resolving/escalating inquiries
Manages and monitors a calendar for an Executive with a high volume of internal and external engagements. Manages schedules for upcoming meetings and events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation
Makes travel arrangements, booking flight/hotel/transportation reservations as needed
Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures)
Dispatches outgoing communications
Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available
Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information
Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
Leads the planning, coordinating and implementing department events
Provides input into the planning and implementation of administrative programs
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
Coordinates and monitors budgets and reporting on results vs. budget
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
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
Organizes information to ensure accuracy and completeness
Thinks creatively and proposes new solutions
Breaks down strategic problems; provides insights and recommendations
Exercises judgment to identify, diagnose, and solve problems within given rules
Builds effective relationships with internal/external stakeholders
Works mostly independently
Broader work or accountabilities may be assigned as needed
Qualifications:
MUST-HAVE SKILLS:
5+yrs dedicated Executive level support experience
College/University degree preferred, but those without can be considered with significant work experience
Detail-oriented
Strong verbal and written communication
Polished and professional demeanor
Experience with calendar management (MS Office)
Experience with travel booking and expensing (Concur)
Professional communication style and comfort working with stakeholders of all levels
Collaboration & team skills - In-depth
Analytical and problem-solving skills - In-depth
Influence skills - In-depth
INTERVIEW PROCESS:
First Round - 30 min Teams meeting with HM
Possible 2nd 30min round with Senior Team members depending on 1st rounds
Format will consist of behavioral and getting to know you type questions
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!
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We thank all applicants for their interest. Only those who meet the qualifications will be contacted through telephone/email. You are encouraged to register with us in our database to be considered for future positions available.
Have a great day.
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