Executive Assistant

Butterfield Group; Halifax; On-site; CAD 50,000 - 75,000; Full time

Job summary

Butterfield Group seeks an Administrative Assistant to support the executive management team. Responsibilities include travel coordination, calendar management, and providing high-level administrative assistance. This role requires strong organization skills, attention to detail, and a background in executive support. Join a collaborative team at a leading offshore bank with opportunities for professional development.

Benefits

Comprehensive benefits

Robust learning and development opportunities

Qualifications

• Minimum of five years of related administrative experience, preferably at the executive support level.
• Exceptional organizational and time management skills with the ability to multi-task.
• Previous experience in travel coordination and management is required.

Responsibilities

• Coordinate travel and travel-related arrangements for a team of Executives.
• Manage calendars, scheduling meetings and coordinating department functions.
• Support the coordination and processing of executive expenses.

Skills

Organizational Skills

Time Management

Detail-Oriented

Communication Skills

Customer Relationship Management

Education

Post-secondary education in office/business administration

Tools

Microsoft Office

Adobe Professional

MS Teams

Job description

Butterfield Support Services (Halifax) Limited provides centralized shared services and support to the Butterfield Group in the areas of Finance and Accounting, Human Resources, Information Technology, Operations, Client Services and Compliance. Operating in multiple jurisdictions, we focus on results, value relationships, and celebrate success. If this sounds like your kind of company, then consider this opportunity to become part of a collaborative team of professionals at the world’s leading, independent offshore bank and trust company.

The incumbent will be responsible for providing administrative expertise for Butterfield’s executive management team, including but not limited to travel planning and coordination, presentation development and editing, and other ad hoc assignments.

Your responsibilities will include:

• Coordinating travel and all travel related arrangements for a team of Executives in various locations, employing expert level knowledge of third-party travel planning tools, partners, and vendors such as Egencia.
• Troubleshooting changes to travel plans and logistics to accommodate changing schedules.
• To effectively support travel for multiple members of the executive team, availability of this role during and after work hours will be required.
• Calendar management, including but not limited to scheduling, coordinating and tracking of meetings, activities, department functions, and reports.
• Supporting the coordination, processing, and troubleshooting of Executive expenses and expense claim submissions.
• Providing other administrative related support to a team of Executives, including presentation and documentation development and editing.
• Completing ad hoc assignments and projects as required, demonstrating the ability to resolve issues and problem solve independently.
• Managing multiple requests and assignments from multiple stakeholders with the ability to juggle and work to deadlines.
• Providing a high level of service and support, demonstrating a sense of urgency and ability to prioritize and multitask.
• Acting as a liaison between senior management, divisions, departments, and third-party vendors and partners.
• Supporting a team of Executives on a remote basis and effectively leveraging team collaboration tools such as MS Teams.

Your qualifications and skills include:

• Post-secondary education in office/business administration combined with a minimum of five years of related administrative experience, preferably with some experience at the executive support level.
• Exceptional organizational and time management skills with the ability to multi-task and work independently.
• Previous experience in travel coordination and management is required.
• Strong attention to detail, accuracy, and highly efficient.
• Proficiency in Microsoft Office suite (Excel, Word, PowerPoint, Access, Adobe Professional, and Visio).
• Superior written and verbal communication skills, and strong customer service/relationship management skills.
• Professionalism, business acumen, and exceptional work ethic.
• Exercises good judgement, problem solving skills, and ability to make sound decisions and recommendations.
• Ability to handle sensitive situations and confidential information with absolute discretion and confidentiality.

Why Butterfield?

Butterfield is a leading, independent offshore bank and trust company. With more than 1,200 financial services professionals across ten international jurisdictions, the Butterfield experience is enhanced by robust learning and development opportunities and comprehensive benefits. Guided by our core values—approachable, collaborative, empowered and impactful—we provide a respectful environment where we value the diversity of our employees and the talents and experiences they bring. With a 160-year tradition of service excellence we empower individuals to achieve their potential and make a positive impact on our business, our clients and our communities.

Visit www.butterfieldgroup.com/careers to view all opportunities and apply via our careers’ portal.

Closing Date : June 30, 2025

Let’s start a conversation.