Provides subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives. Builds effective relationships with internal/external stakeholders. Breaks down strategic problems
and analyses data and information to provide insights and recommendations. 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. Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors
relocations
office planning and new furniture requirements while ensuring minimal interruptions to business operations. 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.). Collaborates with internal and external stakeholders in order to deliver on business objectives. Organizes work information to ensure accuracy and completeness. Focus may be on a business/group. Thinks creatively and proposes new solutions. Exercises judgment to identify
diagnose
and solve problems within given rules. Works mostly independently. Broader work or accountabilities may be assigned as needed. Qualifications: Typically 7+ years of relevant experience in an administrative/ professional support function
demonstrating progressive responsibility and post-secondary degree in related field of study. Previous experience in the financial industry is an asset Specialized knowledge from education and/or business experience. Verbal & written communication skills - In-depth. Collaboration & team skills - In-depth. Analytical and problem solving skills - In-depth. Influence skills - In-depth.