Description:
As our Administrative Assistant and a valued team member, you will support three AVP’s in Canadian Compliance and their respective teams. You will be called on to offer administrative support to leaders in what can be a fast paced, multitasking environment, that often presents competing demands on your time.
What will you do?
- Support leaders in the execution of their work by managing multiple calendars, arranging and coordinating meetings, and managing last minute changes to schedules
- Organize and make appropriate arrangements for business travel and accommodations, and assistance with travel expense reimbursement through Concur
- Monitor email and inboxes, rerouting inquiries as appropriate
- Manage and respond to routine correspondence
- Purchase coordinator for the team; setting up purchase orders and processing invoices
- Organize in person events and larger conference calls including: booking rooms, coordinating locations, catering, setting up technology services
- Prepare presentations, communications, and reports as required
- Manage shared drives, SharePoint sites, and maintain access to Manhattan
- Manage team locations, book offices & meeting rooms (on site and off site) and arrange visitor notices
- Liaise with internal partners such as Event Services, Linguistics, Communications and Legal to coordinate planning activities and carry out activities
- Support the team by continuously developing knowledge in own area and identify areas to processes to increase efficiency
- Provide back up support for other EA’s as needed
- Other duties as required
What do you need to succeed?
- High school diploma - Degree or college diploma preferred
- 3 - 6 years of experience in an Administrative Assistant or equivalent type of position
- Superior proficiency with Power Point
Preferred Skills:
- French Bilingualism would be an asset
- Experience in an office environment as an administrative assistant.
- Ability to navigate the organization and network with other Admins to effectively to support leadership
- Ability to multitask, prioritize and work in a fast-paced environment
- Efficiently manage expectations/concerns using strong relationship management and communication skills, both verbal and written
- High regard for confidentiality
- Ability to work independently, take initiative and prioritize work with a sense of urgency as required
- Provide accurate, organized, and efficient administrative support
- Skilled/proficiency with software applications/programs as required (i.e. MS Office, Outlook, Excel, etc.)
- Demonstrated user proficiency and technical understanding with technology hardware (printers, notebooks, laptops, desktops etc.)