Position Title: Executive Assistant

Line of Business: Corporate Banking

Contract Length: 1 year

Possibility of Extension: Yes

Conversion to Full-Time: No

Key Responsibilities:

Administrative & Operational Support

• Provide senior-level administrative assistance to a large, diverse team, including senior executives.
• Manage calendars, schedule meetings, and coordinate departmental events.
• Arrange travel bookings (flights, hotels, etc.) and process related expense claims and invoices.
• Handle central phone line, dispatch communications, and manage incoming inquiries.
• Develop and maintain organized filing systems (electronic and paper-based).

Reporting & Budgeting

• Compile and format data into regular and ad-hoc reports and dashboards.
• Monitor departmental budgets and report on variances against targets.
• Track and process invoices in line with policies and vendor agreements.

Process Improvement & Project Coordination

• Use systems and tools (e.g., tracking and exception reports) to streamline workflows and improve efficiency.
• Integrate data from various sources to support analysis and decision-making.
• Identify and implement opportunities for operational improvements.

Stakeholder & Vendor Relations

• Build and maintain strong relationships with internal teams and external vendors.
• Coordinate office planning and facilities requirements (e.g., staff moves, furniture requests).
• Ensure minimal disruption to business operations during premises-related changes.

Communication & Event Planning

• Draft, edit, and distribute communications, presentations, and procedural documents.
• Lead the planning and execution of departmental meetings, training sessions, and special events.

Team Support & Mentoring

• Provide guidance and mentoring to junior administrative assistants to help develop their capabilities.
• Coordinate staff training schedules, track absences, vacations, and on-call claims in alignment with internal guidelines.

Qualifications & Skills:

Must-Have:

• 3-5 years of progressive experience in administrative or professional support roles.
• Post-secondary education in a relevant discipline.
• Strong organizational and attention-to-detail skills.
• Excellent verbal and written communication abilities.
• Advanced problem-solving, analytical, and collaboration skills.
• Ability to exercise sound judgment and propose innovative solutions.

Interview Process:

• First round with the hiring manager
• Potential second round, if needed