Executive Assistant

Robertson & Company Ltd.; Toronto; On-site; CAD 70,000 - 77,000; Full time

Job summary

Robertson & Company Ltd. is seeking a Mid-Senior level Executive Assistant for a top financial institution in Toronto for a 12-month contract. The role involves providing executive-level support, coordination of department events, and maintaining efficient operations. Candidates must possess relevant experience, strong communication skills, and a post-secondary degree. The position is onsite with a starting pay rate of CAD 25 per hour.

Qualifications

• 3-5 years of relevant experience in an administrative/professional support function.
• Demonstrating progressive responsibility.

Responsibilities

• Leads planning and coordination of department events.
• Provides senior-level administrative support.
• Builds effective relationships with stakeholders.

Skills

Verbal & written communication skills

Collaboration & team skills

Analytical and problem-solving skills

Attention to detail & organizational skills

Education

Post-secondary degree in related field

Job description

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Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.

Introduction: Robertson is seeking a skilled Executive Assistant to join our client.

Contract Period: 12 months with potential to extend

Pay Rate: Starting from $25 per hour

Location: Toronto, ON

Location Type: Onsite

Business Hours: Monday to Friday; 8:30 AM to 5 PM

Job Responsibilities

• Leads the planning, coordinating, and implementing department events.
• Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
• Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information.
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
• Provides input into the planning and implementation of administrative programs.
• 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.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Manages and monitors calendars and upcoming events. 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.
• 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).
• Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
• 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.
• Makes travel arrangements, booking flight/hotel reservations as needed.
• 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.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• 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.
  
  

Experience & Qualification Requirements

• 3-5 years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study
• Specialized knowledge from education and/or business experience
• Verbal & written communication skills - In-depth
• Collaboration & team skills - In-depth
• Analytical and problem-solving skills - In-depth
• Attention to detail & organizational skills - In-depth
• ALL CANDIDATES MUST COMPLETE A CRIMINAL AND CREDIT CHECK AS PART OF THE APPLICATION PROCESS****
  
  

How to Apply: If you are a motivated professional looking to contribute to a leading team, please submit your resume outlining your qualifications and experience relevant to this role. Robertson & the clients we represent, value diversity and are committed to creating an inclusive workplace. We invite all qualified individuals to apply.

Robertson & the clients we represent are equal opportunity employers, committed to diversity and inclusion. Robertson is a certified diverse supplier and actively seeks to foster a representative and inclusive workforce. We welcome applications from all qualified individuals, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, Aboriginal status, or any other legally protected factors. We champion building a diverse and inclusive environment.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Staffing and Recruiting

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