Executive Assistant

Bank of China (Canada); Markham; On-site; CAD 60,000 - 90,000; Full time

Job summary

Bank of China (Canada) seeks an Executive Assistant to provide comprehensive support to the President & CEO. You will coordinate schedules, communications, and events, while maintaining confidential records and office administration.

Ideal candidates will have a Bachelor’s in Business Administration and at least 3 years supporting senior executives, with experience in a multinational environment and strong organizational skills.

Qualifications

• Bachelor’s degree in Business Administration or equivalent.
• Minimum 3 years supporting senior executives.
• Experience in a multinational organization is highly valued.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to handle sensitive and confidential information with discretion.

Responsibilities

• Provide comprehensive administrative and executive support to the President & CEO with discretion and confidentiality.
• Manage the President & CEO’s calendar, appointments, meetings, travel arrangements.
• Attend meetings with the President & CEO as required.
• Prepare routine and non-routine correspondence and memoranda.
• Coordinate communications within the Office of CEO, excluding HR matters.
• Maintain an organized filing system.
• Assist with planning and executing corporate events.
• Coordinate Committee meetings: logistics, venues, agendas, and communications.
• Prepare and distribute Committee meeting minutes and track follow-ups.
• Support Corporate Secretary with records and authorized signatories roster.
• Maintain original signed documents and key corporate materials.
• Support archive and records management activities.
• Manage confidential and sensitive documents appropriately.
• Participate in digital transformation initiatives with agile teams.
• Contribute to customer-focused projects led by designated teams.
• Provide support to other departments and branches as required.

Skills

Judgment

Discretion

Organization

Communication

Time management

Multitasking

Confidential information handling

Interpersonal skills

Working under pressure

Creativity

Teamwork

Education

Bachelor’s degree in Business Administration

Job description

We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive support to the President & CEO. This role is responsible for coordinating executive schedules and communications, supporting Committee meetings and corporate events, maintaining corporate and confidential records, and ensuring the effective day-to-day administration of the President & CEO’s office.

The successful candidate will demonstrate strong judgment, discretion, organization, and communication skills, with the ability to manage multiple priorities, handle sensitive information, and work effectively with internal and external stakeholders.

What You Will Do

• Provide comprehensive administrative and executive support to the President & CEO, exercising discretion and sound judgment when handling confidential information, priorities, and day-to-day matters.
• Manage the President & CEO’s calendar, appointments, meetings, travel itineraries, and related arrangements.
• Accompany the President & CEO to meetings when assistance is required.
• Prepare routine and non-routine correspondence and memoranda.
• Act as a liaison for communications within the Office of CEO, excluding office and HR-related matters.
• Maintain an effective and organized filing system.
• Assist with the planning and execution of corporate events.
• Coordinate Committee meetings, including logistics, venues, agendas, presentations, and communications with attendees.
• Prepare and distribute Committee meeting minutes, consolidate meeting deliverables, and monitor follow-up progress.
• Support the Corporate Secretary by updating and maintaining corporate records, including the authorized signatories roster.
• Maintain original President Office-signed documents of value to the Bank, including memoranda, agreements, policies, manuals, charters, and minutes.
• Support archive and records management, including the maintenance of official, legal, Bank asset, internal information, and publication records.
• Manage confidential and sensitive documents appropriately, including filing and documentation.
• Participate in the Bank’s digital transformation initiatives, including assigned agile teams and related deliverables.
• Participate in customer-centric projects, initiatives, and programs led by designated teams across the Bank.
• Provide support to other departments and branches as required.

What You Bring to the Table

• Bachelor’s degree in Business Administration or an equivalent relevant field.
• Minimum 3 years of experience in supporting senior excutives.
• Experience working within a multinational organization is highly desired.
• Excellent organizational and time-management skills, with strong attention to detail.
• Ability to effectively manage multiple priorities and tight deadlines while maintaining consistent and professional service.
• Ability to handle sensitive and confidential information appropriately and with discretion.
• Strong communication and interpersonal skills, with the ability to maintain effective working relationships with colleagues and external stakeholders.
• Ability to work effectively under pressure and adapt to changing priorities.
• A proactive and creative approach to identifying new methods and approaches to improve effectiveness.
• Strong teamwork and collaboration skills, with a willingness to support other departments and branches as required.
• Strong sense of accountability, with the ability to establish priorities, track progress, and deliver work on time.
• Demonstrated openness to organizational change and continuous improvement and willingness to travel.
• Other duties as assigned.

Bank of China (Canada) is committed to fostering an inclusive workplace where diversity is valued. We encourage qualified candidates from all backgrounds to apply. Please note that only candidates selected for further consideration will be contacted.

Accommodation:

Bank of China (Canada) is committed to providing accommodations throughout the recruitment process. If you require any accommodations, please contact the HR team, and we will be happy to assist.