Administrative Assistant
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Job Location:
Monthly Salary:
Posted on:
5 hours ago
Vacancies:
1 Vacancy
Job Summary
Purpose of Job:
The Administrative Assistant (Level 3) provides high-volume administrative and scheduling support to 3-4 Senior Vice Presidents with a primary focus on complex calendar management meeting coordination and executive logistics.
This role supports the effective day-to-day operation of the executive office by ensuring calendars are accurate meetings are well-coordinated and administrative processes run smoothly. The position requires strong organization attention to detail sound judgment and the ability to manage multiple priorities in a fast-paced environment.
The Administrative Assistant operates within established processes escalating issues as appropriate and provides executional support to Senior Executive Assistants as needed to ensure coverage and continuity.
The Work!
- Manage complex high-volume calendars for 34 SVPs including scheduling meetings resolving conflicts and coordinating availability across multiple stakeholders.
- Prioritize and adjust meetings based on urgency executive preferences and business needs.
- Process meeting requests manage intake and ensure calendars are accurate and up to date.
- Coordinate meeting details including dial-ins room bookings and attendee logistics.
- Coordinate logistics for meetings workshops town halls and internal events including room bookings virtual set-ups catering and materials.
- Arrange domestic travel and accommodations in accordance with company policies.
- Prepare and submit expense reports and support reconciliation as required.
- Identify and resolve routine logistical issues to ensure meetings and travel run smoothly.
- Provide administrative support related to executive office operations including document formatting filing and record-keeping.
- Support Senior Executive Assistants with calendar coverage meeting logistics and administrative execution during absences or peak workload periods.
- Assist with ad hoc administrative tasks and executive-related initiatives as assigned.
- Serve as a professional point of contact for meeting coordination and scheduling with internal teams and external stakeholders.
- Track meeting requests follow up on responses and ensure timely communication of logistics.
- Escalate scheduling conflicts or issues requiring judgment to the appropriate Executive Assistant or leader.
Your Experience!
- 3 years of experience in an administrative or office support role ideally supporting senior leaders in a corporate environment.
- Demonstrated experience managing complex calendars and coordinating meetings across multiple stakeholders.
- Strong proficiency in Microsoft Office and collaboration tools (Outlook Word Excel PowerPoint MS Teams).
- Excellent organizational skills and attention to detail.
- Strong written and verbal communication skills for professional coordination and correspondence.
- Proven ability to handle confidential information with discretion and professionalism.
- Ability to manage multiple tasks meet deadlines and adapt to changing priorities.
- Post-secondary education in business administration or a related field preferred.
- Bilingualism (English/French) is considered an asset.
Required Experience:
Junior IC
About Company
At Equitable Bank, we specialize in providing branchless financial services that meet the unique needs of all Canadians. Our range of mortgages, savings accounts and investment options are designed to offer the right solutions to match any unique circumstance.
