Executive Administrative Assistant-Office Manager, Capital Markets

Desjardins; Calgary; On-site; CAD 55,000 - 75,000; Full time

Job summary

Desjardins in Calgary’s Capital Markets team seeks an Executive Administrative Assistant-Office Manager to support senior bankers and manage the office operations on-site. The role includes scheduling, travel arrangements, expense reporting, and coordinating vendor relationships and events.

The ideal candidate will have a college diploma, 3+ years in a fast-paced corporate environment, and advanced knowledge of Office 365 and office equipment.

Qualifications

• Requires college diploma in a related field and 3+ years in a corporate, fast-paced environment.
• Proficient in Office 365 apps including Outlook, Word, PowerPoint, Excel, Teams, SharePoint and OneNote.

Responsibilities

• Support senior bankers in Calgary for day-to-day administrative needs: scheduling, calendars, calls, travel planning, expense reports.
• Print and bind client presentation materials ahead of meetings.
• Order supplies, coordinate payables, and liaise with Real Estate and building management.
• Provide IT support liaison with IT Call Center and maintain office tech.
• Coordinate events and serve as liaison between Calgary Capital Markets and other offices.

Skills

Office 365

Office equipment

Office management systems

Communication

Multi-tasking

Education

College Diploma in a related field

Tools

Microsoft Office 365

Job description

The work mode arrangement for the position is full-time on site

As an Executive Administrative Assistant-Office Manager, you carry out a wide variety of administrative duties as required by daily operations of the Calgary Capital Markets team. Reporting to the local head of the Calgary office, you organize, coordinate, plan and prioritize activities for the team. Your work involves handling confidential matters and materials. You draw on your sound judgment to independently, promptly and efficiently address all requests and problems referred. Coordination is critical, so you frequently interact with many different internal and external stakeholders such as bankers, managers, HR, Security, Real Estate, etc. Being able to multi-task and deal well under pressure are strong assets. The ability to communicate effectively and tailor your approach as needed is therefore essential. More specifically, you will be required to :

• Support senior bankers in the Calgary office for their day-to-day administrative needs including, but not limited to, scheduling meetings and organizing calendars, responding to phone calls, booking lunches and dinners, planning travel (flights, hotel, ground transport) and submitting expense reports
• Print and bind client presentation materials ahead of client meetings
• Order stationery and supplies from vendors, coordinate office payables, coordinate with corporate real estate and building management, handle shipping & mailing and coordinating technology hardware and equipment for local employees from HQ
• Support senior executives and visiting bankers when they are visiting from other cities/offices
• Act as liaison between banking and capital markets Capital Market teams in Calgary, and Montreal and Toronto.
• Be the quarterback for local client events including golf, visiting speaker events, closing dinners, in-house training and similar events
• Work on special projects as they develop and time permits (could be analysis work, presentation preparation, etc.)
• Be the first level of IT support and maintenance, work closely with IT Call Center to resolve issues on behalf of team
• Manage relationships with vendors, service providers and office/building landlord
• Serve as representative on various committees such as Disaster Recovery Team, Fire Marshall and First Aid Respondent.

What we offer*

• Competitive salary and annual bonus
• 4 weeks of flexible vacation starting in the first year
• Defined benefit pension plan that provides predictable, stable income throughout retirement
• Group insurance including telemedicine
• Reimbursement of health and wellness expenses and telework equipment

*Benefits apply based on eligibility criteria.

#LI-Onsite

What you bring to the table

• College Diploma in a related field
• A minimum of three years of relevant experience, including working in a corporate, fast- paced corporate environment
• Please note that other combinations of qualifications and relevant experience may be considered
• Advanced working knowledge using Office 365 apps (Microsoft Outlook, Word, PowerPoint, Excel, Teams, Sharepoint and OneNote.)
• Advanced working knowledge of office equipment like computers/laptops, printers and fax machines
• Knowledge of office management systems and procedures

Collaborates, Communicates effectively, Ensures accountability, Resourcefulness

Equity, Diversity, Inclusion and Accessibility

At Desjardins, we believe in equity, diversity and inclusion. We're committed to welcoming, respecting and valuing people for who they are as individuals, learning from their differences, embracing their uniqueness, and providing a positive workplace for all. At Desjardins, we have zero tolerance for discrimination of any kind. We believe our teams should reflect the diversity of the members, clients and communities we serve.

If there's something we can do to help make the recruitment process or the job you're applying for more accessible, let us know. We can provide accommodations at any stage in the recruitment process. Just ask!

Job Family

Administration (FG)