Executive Assistant

International Financial Group; Toronto; On-site; CAD 80,000 - 100,000; Part time

Job summary

A top bank in Canada is seeking an Executive Assistant for a 3-month (renewable) contract in the Toronto office. This part-time role involves managing multiple VP calendars, handling expense reporting, and coordinating travel arrangements. Candidates should have 5+ years of experience in a similar role and familiarity with Workday. Knowledge of COUPA and CIBC is a plus.

Qualifications

• 5+ years' experience managing multiple VP calendars simultaneously.
• Experience with Workday.

Responsibilities

• Proactively manage VP calendars to schedule meetings and avoid conflicts.
• Respond to meeting requests within one business day.
• Handle VP expense reporting and travel arrangements.
• Maintain shared calendars with updated travel and absence information.
• Notify the VP of critical dates and significant changes.

Skills

Managing multiple VP calendars

Workday experience

Tools

COUPA

CIBC

Job description

Overview

Our client, a top bank in Canada, is looking to hire an Executive Assistant on a 3-month contract (renewable). This role is 2-3 days a week in the Toronto office.

Responsibilities

• Proactively manage VP calendars to schedule meetings, avoid conflicts, and group meetings efficiently, considering travel and in-office opportunities.
• Respond to meeting requests within one business day, book meetings within 1-2 days, and track attendance or agenda updates.
• Review upcoming meetings to identify required preparations, confirm attendee availability, and highlight logistical details.
• Handle VP expense reporting and travel arrangements, including booking accommodations and transportation aligned with the VP's schedule.
• Maintain shared calendars with updated travel and absence information for the VP and management team.
• Coordinate with team members to ensure timely submission of materials, documents, and agendas for VP review and input.
• Follow up with relevant parties to meet deadlines for required documentation and ensure accuracy.
• Notify the VP of critical dates, significant changes, or agenda items requiring attention.
• Maintain effective communication with the team to support seamless operations and coordination for all tasks and events.

Must have skills

• 5+ years' experience managing multiple VP calendars simultaneously
• Workday experience.

Nice to have skills

• CIBC experience is strong nice to have
• COUPA experience is also a strong nice to have