Senior Executive - Administrative Assistant - supporting a Senior SVP and VP - 87036-1

Position Title: Executive Administrative Assistant

Start/End Dates: 5/5/2025 - 12/4/2025

Contract Duration: 7 months

Remote/Hybrid: Hybrid - 2 days a week in office

Team details: Assisting 1 VP and 1 SVP

Responsibilities:

The role is responsible for managing the day-to-day administrative activities in support of two executives. The role exercises independent initiative and judgement to manage daily support operations, coordinate office services and prepare reports. The role makes decisions on daily priorities to ensure goals and schedules are met, while preparing briefings, correspondence, composing complex letters, screening and evaluating correspondence, receiving visitors, and developing and maintaining administrative procedures and processes. The role manages special events or projects on behalf of the executive or team members, such as planning and organizing details relative to conferences and implementing operational plans. In addition, the role solves challenges such as content development, meeting planning, basic data analysis, and report development.

What you'll be doing

You’ll be joining The Bank's Technology, Infrastructure and Innovation team an Executive Assistant. In this role, you’ll provide day-to-day administrative support to the SVP, Global Programs and VP, Fusion. The Executive Assistant is accountable for providing secretarial, operational and administrative support for one or more Executive level managers within a medium to large size business group on activities that generally span up to a one-month timeframe. The role monitors and ensures that all established administrative and operational processes and control standards are followed, contributing to the effective and efficient operation of the business group.

At The Bank we enable the work environment most optimal for you to thrive in your role. Details on your work arrangement (proportion of on-site and remote work) will be discussed at the time of your interview.

How you’ll succeed

· 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.

· Travel Arrangement & Expense Reporting - Arrange travel arrangements and maintain travel expense account including expense submissions to PeopleSoft 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.

· 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.

· 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.

Who you are

· You’re an experienced administrative professional. You have 3-5 years of experience as an Executive Assistant in a highly professional, confidential and fast-paced environment.

· You’re a strong communicator. You have excellent verbal and written communications and interpersonal skills to interact with a wide range of individuals in a wide range of situations, which usually requires tact, diplomacy, and discretion.

· You’re digitally proficient. You have strong command of MS Office suite including Word, Excel, PowerPoint, and Outlook.

· You know that details matter. You notice things that others don't. Your critical thinking skills help to inform your decision making.

· Values matter to you. You bring your real self to work and you live our values - trust, teamwork, and accountability.

Must haves:

1. 5+ years of previous EA experience working in a professional environment

2. Microsoft/Outlook/PowerPoint/Excel

3. Previous experience managing calendars

4. Previous experience managing expense reports

Soft Skills

- Strong communication skills

- Able to work independently

- Able to multitask

- Able to work in fast paced environment