All jobs within 50 km around Oakville in Administrative Jobs

Toronto, CA

• Posting Period: 16-MAY-2024 to 29-MAY-2024 

Major Responsibilities:

• Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash.
• Prepares and processes documents/statistical summaries/reports etc. Assesses and analyses data. Drafts and signs correspondence.
• Checks work for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items. Identifies issues and recommends solutions. Performs complex calculations.
• Directs, coordinates, schedules and trains assigned staff. Checks/verifies work of assigned staff.
• Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
• Co-ordinates and maintains a complex record/retrieval system. Maintains supplies inventories.
• Responds to e-mails, telephone and in-person inquiries from senior staff, the public, agencies and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria.
• Reviews, accepts or rejects material/applications from the public, ensuring all criteria have been met.
• Receives and pays out cash and cheques, controls, monitors and balances petty cash, prepares bank deposits, withdrawals, reconciliations and processes/checks financial payments. Assists with budget administration for unit.
• Co-ordinates meetings, events and schedules. Takes/transcribes minutes.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Considerable experience working in a front-line, highly demanding customer service oriented environment, performing various clerical and administrative tasks.
2. Considerable experience utilizing case management systems (e.g. Licensing System, ICON, etc.) and a range of office equipment such as scanners, Point of Sales (POS) systems and other relevant equipment to support the division's core requirements such as Captiva, T-Recs, Front Desk, etc.
3. Considerable experience using a variety of software packages such as Microsoft Office Suite (i.e. Word, PowerPoint, Excel and Outlook) to create and format documents, reports, charts, spreadsheets and POS/bank reconciliations.
4. Considerable experience reviewing personal and corporate documents of a sensitive nature for the purpose applications and data entry both in-person and online, in hardcopy and digital format.

You must also have:

• Excellent interpersonal skills with the ability to provide a high level of customer service and respond to email, telephone and in person inquiries in an efficient, discreet and diplomatic manner.
• Excellent organizational, analytical and multitasking skills with the ability to set priorities, co-ordinate a diverse workload, meet tight deadlines and assess priorities while working with minimal supervision.
• Excellent problem solving and decision-making skills with the ability to handle and resolve difficult situations in a professional manner.
• Excellent keyboarding, proof reading and data entry skills with emphasis on volume and accuracy.
• Ability to work in a high pressure, high volume, team environment and carry out instructions with minimal supervision.
• Ability to work in a customer service-oriented environment, dealing directly with the public, including handling customer inquiries in person, by telephone and in writing.
• Ability to write in a clear, concise and legible manner.
• Ability to exercise independent judgment and discretion in dealing with confidential operational matters.
• Ability to compile financial data and statistical summaries and to balance documents.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces. 
• General knowledge of court proceedings, tribunal process and procedures. 
• Knowledge and understanding of relevant bylaws (e.g. Toronto Municipal Code Chapter 545 and 546) and other government legislations, regulations, policies, practices and procedures.

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
 We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHATS IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills

Location(s):  Canada : Ontario : Toronto 

Primary Job Posting Location:

Hannon, Ontario Canada

Job Summary

This position performs advanced administrative responsibilities including preparation and analysis of more complex reports, compilation of information from various sources, handling small scale projects, and analysis using various software packages. This position may direct the work of others and provide instruction and guidance to lesser experienced employees. This position performs general office duties including word processing, data entry, auditing documents, answering phones, distributing mail, reserving conference rooms, coordinating meetings and other duties as assigned. This position may deal with confidential material on a regular basis.

Responsibilities:

• Executes a comprehensive examination of various documents including commercial invoices, international bills of lading, and shipping documents to ensure completeness and accuracy.
• Researches and corrects errors resulting from incorrect pre-advise information.
• Compiles and saves shipping documents (paper or electronic) to comply with government regulations.
• Prepares complex reports/presentations.
• Performs analysis using various software packages and databases (e.g. MS Access).
• Provides advanced office support knowledge and skills.
• Prepares and/or coordinates information for internal and external contacts.
• Performs accounts payables functions.
  • Uses Coupa software (Manages invoices and order creation)
  • Assists vendors and suppliers with uploading invoices and change requests.
  • Provide payment status updates.
  • Assist with Supply Line inquires
  • Interact with Finance Team for investigations.
  • Create P.O.’s for BaSE (IE Team)
• Complete monthly responsibilities.
  • Complete fixed fee billing for specific accounts
  • Process billing templates for UPS Fulfillment accounts
  • Reconcile all rebillables with Senior Management
• Manage Temp Labour acquisition.
  • Co-ordinate recruitment  tasks with agencies
  • Create reports and disperse

Qualifications:

• High School Diploma, GED, or international equivalent
• 2+ years' office warehouse support experience - Preferred
• Strong analytical, oral/written communication, problem solving, basic research, attention to detail and time management skills.
• Proficiency in Microsoft Office (Word, Excel, Access, and Outlook)
• Accurate and rapid data entry

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
 

IS THIS ROLE RIGHT FOR YOU

In the role you will:

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
 
 
We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHATS IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 

Posting Period: 03-May-2023 to 17-May-2024 

Job Description:

The Administrative Assistant is responsible for day to day operations for the Deputy Chief Technology Officer (DCTO). Technology Services Delivery. A proactive problem solver and point of contact that anticipates DCTO operational assignments to ensure a seamless delivery and liaison between DCTO and stakeholders to support DCTO in performance delivery and alignment and tracking of various administrative work streams.

Major Responsibilities:

• Performs varied specific, measurable, achievable, realistic and timely administrativeduties and clerical functions in connection with the operation of an organizational unit.May provide work direction and training to assigned staff.
• Proactively prepares schedule of weekly and monthly activities to accelerate and improvedelivery of executive commitments.
• Utilizes strong administrative customer service skills, over the phone, in person and withclients.
• Utilizes administrative acumen to understand and action priority and sensitive materialthat requires executive action.
• Exercises caution and discretion with labour relations, personnel and other confidentialinformation. Types correspondence including that of a confidential nature, such asdisciplinary letters.
• Handles scheduling of appointments and ensures that the appropriate information isprovided.
• Conducts background research, investigations and retrieves information on variousissues.
• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiatesresponse.
• Ensures that the tracking and following up of requests is maintained and deadlines aremet.
• Monitors and controls the workflow of the unit, ensuring adherence to relevant policies.
• Liaises with and exchanges information with all levels of staff, elected officials and thepublic.
• Prepares and processes various documents/statistical summaries/reports requiring theassessment and analysis of data. Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
• Checks work for accuracy and conformity with regulations, policies and procedures andcorrects/resolves outstanding/incorrect items prior to signature.
• Operates various office equipment and computers utilizing a variety of desktopapplications and corporate systems. Prepares presentation material utilizing detailedlayout and formatting.
• Coordinates and maintains a complex record/retrieval system. Maintains supplies andinventories.
• Responds to enquiries and complaints from senior staff, the public, agencies, and otherlevels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc.and records detailed messages.
• Assists with budget administration for the unit. Administers petty cash.
• Coordinates meetings, events and schedules. Takes/transcribed minutes as required.
• Maintains continuous awareness of municipal matters, departmental administrativesystems and procedures, organization structures in the division, and major activities inorder to provide effective administrative assistance.
• Prepares and organizes Council materials (including confidential and employment/labourrelation matters),

Key Qualifications:

1. Considerable experience in the performance of operational and administrative support dutiesto senior management, handling a broad range of administrative matters, office practices andprocedures.
2. Considerable experience planning, scheduling, and organizing appointments, meetings,interviews, conferences, and events, and taking minutes and action items at meetings, withfollow-up activities.
3. Considerable experience using a variety of software packages including advanced knowledgeof Microsoft Office Suite, i.e. Word, PowerPoint, Excel, and Outlook, and Visio.
4. Considerable experience in the preparation and drafting of standard correspondence andreports, editing the layout and formatting of complex reports, correspondence, charts, tablesand statements to Council and Committee.
5. Ability to conduct research in technology trends and new developments.
6. Highly developed customer service and interpersonal skills with the ability to communicateeffectively at all organizational levels, including the political level, the members of the publicand external contact.
7. Knowledge of vendor and contract administration including familiarity working with contractorsis considered an asset
8. Demonstrated knowledge of, and the ability to handle, municipal operations, policies andprocedures, and current political issues that may include but is not limited to councilproceedings, corporate protocols, established Committees functions; both internal and specialinterest groups and current political issues.
9. Excellent organizational and time management skills, including attention to detail, and ability toset priorities, meet deadlines and deal with conflicting priorities and work demands.
10. Excellent interpersonal, analytical and problem-solving skills to deal effectively with all levelsof staff and the public and handle sensitive issues.
11. Familiarity with Technology Services procurement policies and processes is an asset.
12. Demonstrable multi-tasking skills to handle the workload of a senior executive.
13. Demonstrated ability to exercise independent judgement and discretion in dealing withconfidential operational matters and management staff in the absence of the Deputy ChiefTechnology Officer/Director.
14. Ability to work beyond normal business hours and weekends, when necessary.

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
 
 
We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHATS IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.

#LI-Onsite

As part of the RBC Economics and Thought Leadership team, the Coordinator will provide administrative services and ensure the general functioning of the office, including maintaining office supplies, equipment floor plans and liaising with CRE and vendors.

What is the opportunity?  

RBC Economics and Thought Leadership aims to build a prosperous and innovative future by harnessing ideas, insights and data to help RBC clients and communities understand the forces shaping the world around us.

Our team of economists and researchers deliver economic analyses, comprehensive reports and conversations with world-leading thinkers that inspire and empower informed decisions in an evolving world including:

• In-depth research reports on sustainable growth, climate change, innovation and human capital
• Timely analysis and forecasts of the economy and financial markets
• Quarterly economic updates and monthly Canadian housing analysis
• An ongoing series of conversations with leading thinkers about reimagining Canada’s economy

What will you do?   

• Ensure the general functioning of the office, including maintaining office supplies, equipment floor plans and liaising with CRE and vendors
• Set up and coordinate business planning sessions, townhalls and maintain agendas and supporting materials
• Coordinate office activities and events, such as team-building activities, celebrations, and training
• Provide administrative support to executives and departments, including scheduling meetings, managing calendars, and coordinating travel arrangements
• Prepare presentation materials, reports and meeting agendas, as required
• As required, follow up on any agenda items, minutes or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner
• Collaborate with other administrative staff and departments to support cross-functional initiatives and projects.

What do you need to succeed?

Must-have  

• ~3+ experience in a similar role
• Highly organized and proactive
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Outlook)
• Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels.
• Strong organizational and time management skills, with a keen attention to detail.
• Ability to multitask and prioritize tasks in a fast-paced environment
• Proactive problem-solving skills and ability to work independently with minimal supervision

Nice-to-have           

• Experience working in financial services

What’s in it for you?   

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.

• A comprehensive Total Rewards Program including bonuses and flexible benefits, competitive compensation
• Leaders who support your development through coaching and managing opportunities 
• Work in a dynamic, collaborative, progressive, and high-performing team
• Opportunities to do challenging work
• Flexible work/life balance options

Job Skills

Additional Job Details

ROYAL BANK PLAZA, 200 BAY ST:TORONTO

TORONTO

Canada

37.5

Full time

Office of the CEO

Regular

Salaried

2024-04-24

2024-05-04

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
 
 
We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHAT'S IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.

05/02/2024

Address:

30 St. Clair Avenue West

Wealth Sales & Service

Supports the branch and/or region in achieving business objectives by providing effective operational support and management of sales compliance and regulatory requirements.

• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Organizes and files records of office activities and business transactions.
• Administers a filing system to ensure the availability of reports, forms, and other documentation.
• Creates, maintains, and enters information into databases.
• Assists with the coordination and processing of work orders for equipment warranties, maintenance, and repairs (e.g. documents, tracks, and communicates maintenance requests to appropriate areas for execution).
• Maintains office supplies inventory and orders.
• Schedules meetings and coordinates meeting facilities and set-up.
• Liaises with internal and external partners to coordinate changes to premises (e.g. relocations, office planning) with minimal interruptions to business operations.
• Identifies and escalates all irregularities and discrepancies to management.
• Performs various operational activities to meet business objectives, client needs, and maintain overall service levels.
• Provides administrative/operational support including financial and transactional processing and reporting, account processing and documentation, compliance processing, and other related activities; ensures proper documentation and administration of decisions.
• Meets high quality service standards to maximize relationship retention and growth.
• Identifies and escalates all irregularities and discrepancies to management and compliance as per guidelines.
• Follows through on risk and compliance processes and policies to ensure we safeguard our customers’ assets, maintain their privacy, act in their best interests, and ensure an effectively run function.
• Protects the Bank's assets and complies with all regulatory, legal and ethical requirements.
• Completes standardized tasks under supervision.
• Performs initial problem solving within given rules/limits & escalates when required.
• Broader work or accountabilities may be assigned as needed.

Qualifications:

• Post-secondary degree in related field of study desirable.
• Basic knowledge learned on the job.
• Verbal & written communication skills - Basic (in business environment).
• Organization skills - Basic (in business environment).
• Collaboration & team skills - Basic (in business environment).

$31,600.00 - $41,100.00