No more applications are being accepted for this job
- Monday to Friday
- Bachelor's Degree (preferred)
- EA/Admin: 5 years (preferred)
- Salesforce: 1 year (preferred)
Executive Assistant - Toronto, Canada - MaxSys Staffing & Consulting
Description
_*At this time MaxSys Staffing & Consulting will not sponsor individuals for employment visas. Only Candidates authorized to work in Canada will be contacted.*__*Qualifications:
*_
* _College / University Degree or Diploma in related field (executive administration, financial administration, finance-related, economics, business communications)_
* _Typically, 5- 7 years of relevant experience in a financial administrative/professional clerical support function, demonstrating progressive responsibility and post-secondary degree in related field of study._
* _5-7 years EA/Admin experience is ideal, can consider candidates with less experience but a willingness to learn_
* _Previous Salesforce experience preferred_
* _Travel Coordination_
* _Specialized knowledge from education and/or business experience._
_*Duties and Tasks:
*_
* _Provides subject matter expertise and advice related to assigned strategic initiatives and acts as relationship management for assigned initiatives._
* _Builds effective relationships with internal/external stakeholders._
* _Gathers and formats data into regular and ad-hoc reports, and dashboards._
* _Leads the planning, coordinating, and implementing 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._
* _Coordinates and monitors budgets and reporting on results vs. budget._
* _Provides coaching and mentoring to more junior administrative assistants to support them in developing 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 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._
* _Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; 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._
* _Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.)._
* _Broader work or accountabilities may be assigned as needed._
_*MaxSys is committed to a diverse, equal, and inclusive workforce. We are committed to meeting the needs of persons with disabilities.
If you need to be accommodated during any phase of the hiring process, please advise our Recruitment team and we will make all reasonable efforts to accommodate your request.
*__*At this time MaxSys Staffing & Consulting will not sponsor individuals for employment visas. Only Candidates authorized to work in Canada will be contacted.*_
#GOVT
Job Types:
Full-time, Fixed term contract
Pay:
$33.00-$36.00 per hour
Schedule:
Education:
Experience:
* financial administrative/clerical support role: 5 years (preferred)
Work Location:
In person