EXECUTIVE ASSISTANT

Turtle Island Staffing; Canada; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company is seeking an Executive Assistant to support their national teams. This temporary role requires a First Nation - Aboriginal candidate with strong project management, communication, and organizational skills. The successful candidate will assist with various administrative tasks and support the leadership team in key initiatives.

Qualifications

• Minimum of 5 years of experience in financial institutions or administrative support.
• Strong project management and coordination skills.
• Excellent communication skills in both French and English.

Responsibilities

• Support communication initiatives and manage calendars.
• Participate in business meetings and follow up on key items.
• Prepare agendas and take minutes for leadership meetings.

Skills

Project Management

Communication

Organizational Skills

Interpersonal Skills

Attention to Detail

Education

College diploma in office or business administration

Tools

MS Office Suite

Concur

Job description

Resource must be First Nation - Aboriginal

*Please note that this role is temporary for 18 months and can be located in the Greater Montreal area. It is offsite – 2 days onsite.

The Shared Services Team is seeking an Executive Assistant to support the national teams.

Reporting to the VP, Shared Services, the ideal candidate will have the ability to exercise judgment independently in a variety of situations, with strong written and verbal communication, project management, and organizational skills, while balancing multiple priorities. As the Shared Services team plays an integral role in the loan journey, the successful candidate will be a key point of contact across lines of business including Financing and Credit Risk management, to support the leadership team with key initiatives as needed.

CHALLENGES TO BE MET

1. Support communication initiatives, such as Announcements, Newsletters, National calls, Conferences, intranet, etc., by creating presentations, coordinating translation support, and supervising communication plans.
2. Support with administrative tasks, including managing calendars, requests related to access rights and computer services, travel arrangements, office requirements, expenses, procurement, and onboarding of new employees.
3. Participate in various business meetings, responsible for follow-up on key items, and supporting the completion of deliverables.
4. Participate in the production (and coordinate the delivery) of material for senior management and the Chief Operating Officer Leadership Team.
5. Support project initiatives across the Operations Support and Business Enablement team by preparing key documentation, such as presentations and communications.
6. Provide administrative support by maintaining a variety of documentation (statistical reports, correspondence, invoices, etc.) related to departmental activities.
7. Prepare agendas, take minutes, and ensure follow-up on action items for Shared Services leadership meetings.
8. Prioritize conflicting needs, process files/requests quickly and proactively, and follow through to completion, often with time constraints.
9. Participate actively in Leadership Team requests and collaborate with fellow administrative assistants.
10. Process various confidential data, such as reports and documentation.
11. Develop and maintain efficient databases and files, including team SharePoint sites, and assist in research or similar activities to meet departmental needs and objectives.
12. Support management in planning staffing needs and administering HR programs (e.g., recognition, evaluations, training needs, career management).
13. Assist in the onboarding process of new employees by coordinating hiring logistics and preparing relevant documentation.

WHAT WE ARE LOOKING FOR

• College diploma in office or business administration.
• Minimum of 5 years of experience in financial institutions and/or an administrative support role to senior management.
• Understanding of financing or banking (including BDC’s operations) is a significant asset.
• Strong project management and coordination skills, including organizing work and managing multiple priorities.
• Strong interpersonal skills to build relationships with internal stakeholders.
• Exceptional attention to detail and ability to perform under pressure.
• Excellent communication skills, oral and written, in both French and English.
• Proficiency in MS Office Suite - Word, Excel, PowerPoint, Outlook.
• Experience with travel and expense platforms such as Concur.

Exercise discretion and professionalism in handling sensitive situations, maintaining confidentiality.