Executive Assistant

BeachHead; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

BeachHead is seeking an Executive Assistant in Toronto to support senior management and oversee administrative functions. The role involves planning and coordinating department events, maintaining schedules, and developing reports. Candidates should have a post-secondary education and 3-5 years of relevant experience in administrative support.

Qualifications

• 3-5 years of relevant experience in an administrative/professional support role.
• Specialized knowledge from education and/or business experience.

Responsibilities

• Provide senior-level administrative support including managing calendars and organizing events.
• Coordinate budgets and generate reports to track results.

Skills

Collaboration & team skills

Analytical and problem-solving skills

Attention to detail

Organizational skills

Education

Post-secondary degree in a related field

Job description

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Working with one of the top financial clients, this role calls for an Executive Assistant who will perform a variety of administrative and clerical tasks, financial and human resources administration, and provide professional support to one or more Managers and their direct reports. The role provides general office services, ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in the implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

Responsibilities:

• Leads the planning, coordinating, and implementing of 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 reports on results vs. budget.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing the 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 the 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, and 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.
• Coordinate 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.

Desired Skill Set:

• 3-5 years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and a post-secondary degree in a related field of study.
• Specialized knowledge from education and/or business experience.
• Collaboration & team skills - In-depth.
• Analytical and problem-solving skills - In-depth.
• Attention to detail & organizational skills – In-depth

BeachHead is an equal opportunity agency and employer. We advocate for you and welcome anyone regardless of race, color, religion, national origin, sex, physical or mental disability, or age.

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Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Contract

Job function

• Job function

  General Business, Other, and Administrative

• Industries

  Financial Services and Banking

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