Administrative Assistant

Position Title:
Senior Administrative Assistant

Length of Contract:
12 months

Working Location:
Toronto, ON, Hybrid, 4 days a week in office policy

Hours of Operation:
8:30am – 5:00pm (Muat be flexible/reachable after hours to support travelers)

Role Mandate:

• Performs a variety of administrative and clerical tasks, with event management components for a fast-paced, high achieving team.
• This role will support 4 Senior partners traveling frequently.
• Calendar management & also events coordination, hence the need for solid interpersonal/relationship management skills.
• Very fast paced, and strong teamwork with other admins.

Role Responsibilities Include (but are not limited to):

• Provides senior level administrative and operational support within a large, diverse team including 4 Investment banking professionals focused on calendar management, travel, expenses and event co-ordination.
• 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.
• Makes travel arrangements, booking flight/hotel reservations as needed.
• Leads the planning, coordinating, and implementing client meetings and events.
• Builds effective relationships with internal/external stakeholders.
• Gathers and formats data into regular and ad-hoc reports, and dashboards.
• Coordinates and monitors budgets and reporting on results vs. budget.
• 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).
• 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.
• 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.
• Thinks creatively and proposes new solutions.
• Exercises judgment to identify, diagnose, and solve problems within given rules.
• Broader work or accountabilities may be assigned as needed.

Must-Have Skills:

• 3 + years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study.
• Computer skills: Solid MS Outlook, Teams Word, Excel (Level: Basic)

Education:

• Post secondary Education.

Nice to have:

• Banking/Financial Industry experience – strongly preferred.

Soft Skills:

• Strong team player.
• Verbal & written communication skills - In-depth/stellar.
• Collaboration & team skills - In-depth.
• Analytical and problem-solving skills - In-depth.
• Attention to detail & organizational skills – In-depth.

Disqualifiers:

• Lack of flexibility outside regular work hours.
• Lack of organizational skills.
• Lack of ability to work in a teamwork environment.