| Job Description |
A bank in Downtown Toronto is seeking an administrative assistance for a 6 month contract (Renewable or go FTE). Information Technology and Solutions is seeking an Administrative Assistant to help manage 2 VPs’ schedules and meetings as well as perform other administrative tasks.
The successful candidate will have the opportunity to work in a challenging and dynamic environment, while building processes from scratch. They will also get exposure to various groups and departments of the bank.
Typical Day in Role
Support the VPs in day to day management of his/her schedule by:
• Establishing and co-ordinating calendars;
• Arranging /scheduling appointments on behalf of the VP;
• Anticipating scheduling conflicts / problems and providing alternatives;
• receiving / screening / referring incoming calls/visitors using a high degree of discretion;
• Acting on telephone / mail requests received in the VP’s absence.
Organize meeting / conference facilities by:
• Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees
• Arranging bookings for boardrooms / conference rooms (internal)
• Arranging for equipment and materials for meetings as appropriate
• Meeting with outside providers of service (conference centres / hotels / caterers)
• Recommending on facility alternatives
• Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference
• Preparing invitations for sign off by VP
• Tracking responses of meeting attendees, following up as appropriate
• Booking travel arrangements, ensuring all requirements of officer are met.
Provide administrative support by:
• Verifying telephone bills/expense statements
• Ordering and managing stationery
• Gathering statistical information, presenting in organized formats and conducting simple analysis
• Preparing and submitting reports
• Maintaining records and information to ensure and control security access.
Assist in maintaining the VPs / department’s expense and other budgets by:
• Preparing entries / transactions and supporting documentation to process payments;
• Recording /inputting / documenting data to track, monitor and control expenses;
• Providing supporting information reports to management to support decisions;
• Producing statistical reports to assist in the budget processes.
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| Job Requirements |
Must Have Skills:
1) Experience in a similar role – 3+ years of experience
2) Strong experience with Excel, Powerpoint, Outlook, Lync & VPN – 5+ years
3) Strong verbal/written communication skills. (written & verbal – create documents & presentations)
4) Ability to build strong relationships, deal with issues and strong personalities
5) Experience in High level of discretion required when dealing in confidential matters.
6) Open to convert to FTE
Soft Skills:
- Accuracy & thoroughness (2) – organizes meetings, oversees arrangements, facilitating smooth execution.
- Analytical thinking (2) – assesses outcomes of arrangements previously made for future meetings/conferences, performs straightforward/simple analysis of statistical information.
- Communication (2) – able to anticipate conflicting schedules and clearly and concisely suggest alternatives.
- Commitment (2) – acts with discretion, takes on goals and aims of VPs to which he/she reports, and overall Bank
Nice-To-Have Skills:
- FI/Banking experience - Strong organizational know-how (structure, key staff).
Degrees or certifications:
- Relevant and recognized degree preferably in Business or Project Management
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