Executive Assistant

Randstad Canada; Toronto; On-site; CAD 39,950 - 41,328; Full time

Benefits offered by this job

Opportunity to grow within a large financial institution

Work with a reputable company

3-month contract with potential extension

Job summary

Randstad Canada is seeking an experienced Executive Assistant in Toronto to support Senior Executives by managing calendars, organizing travel, and handling expense reports. This role is vital for ensuring operational efficiency and requires strong administrative skills.

With a hybrid work model, candidates should possess 3-5 years of relevant experience and be proficient in MS Office applications. This is a contract position with potential for extension.

Qualifications

• 3-5 years of experience as an Executive Assistant in a professional environment.
• Strong communication and interpersonal skills are essential.
• Proficiency in MS Office suite including Word, Excel, PowerPoint, and Outlook.
• Attention to detail and critical thinking skills are mandatory.

Responsibilities

• Manage executive calendars, appointments, and meetings.
• Arrange travel and manage expense reporting.
• Prepare correspondence, minutes, and reports.
• Assist with onboarding and offboarding of employees.

Skills

Calendar management

Expense reporting

Travel arrangements

MS Office proficiency

Strong communication

Job description

Overview

As an Executive Assistant to Senior Vice Presidents/Vice Presidents on the Personal Banking Product and Payments time, you are responsible for managing the day-to-day administrative activities in support of Executives ensuring the department operates in an efficient manner.

The role applies strong administration and organization skills to provide support activities such as calendar management, invoice processing, travel booking, preparing correspondence, and screening and evaluating email and correspondence. The Executive Assistant exercises independent initiative and judgement in managing special projects on behalf of teams, planning, and following up on details regarding conferences and assisting in implementing operational plans the role makes decisions on daily priorities, developing and maintaining administration procedures and processes, coordinating meetings, and processing expense accounts.

Details

• Position: Executive Assistant
• Payrate: $29.50/h
• Location: Toronto, ON
• Standard: 9-5, 7.5 hours daily, 37.50 weekly
• Hybrid mode: Hybrid, in-office days likely to be Wednesday or Thursday to align with leader\'s in-office days.

Advantages / Benefits

• Well known and reputable financial company
• Good opportunity to grow within a large financial institution
• 3 month contract (Potential of extension/Conversion)

Responsibilities

• Calendar management - Maintain and monitor the executive’s calendars of scheduled appointments, upcoming events and matters requiring immediate attention. Coordinate agendas, and send meeting invitations and agendas to attendees, book meeting rooms and arrange for IT resources and refreshments in support of a smooth and efficient meeting facilitation.
• Travel arrangement & expense reporting - Arrange travel arrangements and maintain travel expense account including expense submissions on behalf of the Executives. Arranges group travel, as necessary. Monitor and track all department invoices and expenses including contracts; process expense reports/invoices and update financial reports when required.
• Professional support - Prepare standard correspondence, minutes, reports, and presentations frequently of a confidential, strategic and/or specialized nature ensuring completed material is produced in a timely manner. Assist with the preparation of presentations and management reporting. Coordinates leadership team meetings including sending out invites and agenda, keeping and sharing minutes and compiling presentation materials.
• Administrative duties - Provide ongoing administrative support such as; assisting with onboarding/off boarding activities for new and departing employees which include processing requests for technology requirements, business cards, corporate cards, expense, and travel profiles etc. As required, put together decks for any team or annual events, under guidance of SVP/VP and their directs. Act as delegate for executives and their direct reports, as required, for workday transactions.

Qualifications

• You’re an experienced administrative professional. You have at least 3-5 years of experience as an Executive Assistant in a highly professional, confidential, and fast-paced environment.
• You’re a strong communicator. You have excellent verbal and written communications and interpersonal skills to interact with a wide range of individuals in a wide range of situations, which usually requires tact, diplomacy, and discretion.
• You’re digitally proficient. You have a strong command of MS Office suite including Word, Excel, PowerPoint, and Outlook.
• You know that details matter. You notice things that others do not. Your critical thinking skills help to inform your decision making.
• Values matter to you. You bring your real self to work, and you live our values - trust, teamwork, and accountability.

Must Have

• 3-5 years of experience as an executive assistant.
• Calendar management experience.
• Expense reporting and travel arrangement experience.
• MS Office Experience, including Word, Excel, PowerPoint, and Outlook.

Nice to Have

• Prior Banking experience.
• Prior experience in a big 5 bank.
• Workday and Coupa experience (expense reporting and travel arrangement).

Soft Skills

• Strong verbal and written communication, strong interpersonal skills.
• Strong attention to detail and critical thinking skills.

Summary

If this role sounds like a good fit for you, please APPLY ONLINE at www.randstad.ca

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada\'s workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [e-mail] to ensure their ability to fully participate in the interview process.

This posting is for existing and upcoming vacancies.