Banking Executive Assistant - supporting day-to-day operations for 3 senior leaders. 101742-1

Position Title: Executive Assistant

Line of Business: Personal and Business Banking

3 months

Hybrid, in-office days likely to be Wednesday or Thursday to align with leader's in-office days.

81 Bay 25th floor

This role would support Executives currently in the Day-to-Day Banking Products group but this could change pending support need

No project - supporting day-to-day operations for 3 senior leaders.

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.

o 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.

o 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.

o 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.

o 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.

Must Have Requirement:

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 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.