All jobs within 50 km around Burlington in Administrative Jobs

As the Administrative Assistant 1 you will be responsible for providing a full range of administrative services at the senior-management level. Your administrative skills will be relied upon daily to deliver top quality support in a fast-paced and complex municipal government setting. Your excellent communication, organization, time management and critical thinking skills, combined with your customer service focus, diplomacy and tact, will support ensuring effective day to day operations.

Major Responsibilities:

• Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, phone calls, and initiates responses.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests from the Mayor's office, city councillors, and the Chief Administrative Officer and department staff.
• Co-ordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff. Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division/s. May direct and train, on a daily basis, clerical support services on divisional processes and procedures.
• Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
• Responds and helps resolve issues of upset and concerned clients seeking redress.
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination. May attend and take minutes at grievance hearings.
• Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines. Proof-reads own and other's material.
• Monitors all key reports required for committees and council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations. Identifies issues and initiates responses.
• Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.
• Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
• Co-ordinates labour disruption plans.
• Co-ordinates and maintains the records management system.
• Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
• Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
• Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices. Prepares complex calculations and analysis of data. Monitors expenses and participates in compiling data for forecasting and budgeting. Prepares correspondence.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials.
• Attends various meetings, events, hearings, and acts as the unit representative.
• May review applications from the public and handle special projects.
• Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration. Takes/transcribes minutes and follows-up taking action when necessary.
• Manages assigned PCard, including making authorized purchases in accordance with the corporate policies and guidelines.
• Monitors tracks and reports attendance management.
• Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.

Key Qualifications:

1. Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
2. Extensive experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables, and statements to senior and executive management.
3. Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow up, in coordination with other admin staff.
4. Experience annotating and/or summarizing complex data, reports, briefing notes and/or committee/council reports.
5. Proficient in the use of Microsoft Office Applications, managing databases and an aptitude for learning new technologies/systems.
6. Knowledge of financial management software such as SAP is an asset.
7. Knowledge of municipal operations that may include but is not limited to council proceedings, corporate protocols, esablished Committees functions, both internal and special interest groups and current political issues.
8. Strong analytical and problem solving skills in combination with the ability to perform duties under minimal supervision in a politically sensitive environment, using sound judgement and discretion including handling of confidential materials and information.
9. Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced environment.
10. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines, assess situations to determine importance, urgency and risks, and make clear decisions or deal with conflicting priorities and work demands.
11. Highly developed interpersonal skills with the ability to deliver excellent customer service at all levels and with external partners and stakeholders.
12. Excellent communication skills, both orally and in writing.
13. Must be resourceful, adaptable and possess a high degree of initiative.
14. Ability to provide work direction to other support staff.
15. Ability to research and prepare information in a timely manner.
16. Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.
17. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

09/12/2024

Address:

100 King Street West

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports.  The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

• Manages regional mailbox and attends to all inquiries.
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures); Sends out floor communications as directed by the business.
• Validates Serraview floorplans (quarterly and as needed).
• Supports our Ontario Commercial Banking Hubs virtually; occasionally may require site visits to Hubs.
• Submits all BGIS tickets and works closely with our Workplace Associate and team.
• Completes daily walkthrough of our floors (morning and evening).
• Tail-end support for new hires.
• In charge of pass card requests & quarterly validation report.
• Equipment management for Ontario CCB teams.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements.
• Partners with other Administrative Assistants in Ontario and across Canada on various projects.
• Runs/audits/and distributes the HR movement reports, wireless reports, and all other ad-hoc reports for the business.
• Audits and tracks workstations, as required.
• In charge of assigning fixed desks and updating floor plans on Serraview.
• Works with internal partners to give access to employees to our booking tool; also, requests various workstations changes for the teams (fixed desk vs hoteling, etc).
• Supports the execution of strategic initiatives; includes tracking metrics and milestones.
• Builds effective relationships with internal/external stakeholders. 
• Analyzes data and information to provide insights and recommendations.
• Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Supports the coordination and implementation of department events, when required.
• 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).
• Responds to and resolves escalating inquiries.
• May support some client facing Team Leads with expenses, travel, and attestations.
• 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.
• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Organizes work information to ensure accuracy and completeness.
• Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
• Broader work or accountabilities may be assigned as needed.

Qualifications:

• Typically between 3-5 years of experience in an administrative/professional support function and post-secondary degree in related field of study desirable.
• Specialized knowledge.
• Excel skills - Excellent.
• Verbal & written communication skills - Excellent.
• Organization skills - Excellent.
• Collaboration & team skills - Excellent.
• Data, analytical and problem solving skills - Excellent.

09/19/2024

Address:

100 King Street West

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports.  The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

• Supports the execution of strategic initiatives; includes tracking metrics and milestones.
• Builds effective relationships with internal/external stakeholders. 
• Analyzes data and information to provide insights and recommendations.
• Leads the planning, coordinating and implementing department events.
• Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group.
• Coordinates and monitors budgets and reporting on results vs. budget.
• 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.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Support
• Organizes work information to ensure accuracy and completeness.
• Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
• Analyzes issues and determines next steps.
• Broader work or accountabilities may be assigned as needed.

Qualifications:

• Typically between 3-5 years of experience in an administrative/professional support function and post-secondary degree in related field of study desirable.
• Verbal & written communication skills - Strong.
• Organization skills - Strong.
• Technical Proficiency - Strong
• Collaboration & team skills - Good.
• Analytical and problem solving skills - Good.
• MS office, Excel, PowerPoint - Strong

Note: This role is 4 days in the office + 1 day remote.

$37,500.00 - $69,500.00

The HR Admin/Assistant is responsible for performing and supporting the functional areas of Human Resources and Operations within the Greater Toronto and Southern Ontario region.

The incumbent will report to the Area HR Manager for Greater Toronto and Southern Ontario.

Primary Job Responsibilities

• Draft employment contracts for various categories, salaries, hourly, interns/ co-ops; screen for legal enforceability and present offers to the candidates.
• Develop and facilitate new-hire orientation and onboarding in coordination with business units.
• Coordinate with Payroll regarding new hire paperwork and any personnel changes.
• Create reports and share analytical feedback with the decision makers based on information collected through review system.
• Support HR team on initiatives such as ROE submissions, support HR Generalists with administrative duties, update employee government clearances such as Reliability Clearances.
• Notify unions of changes in employee promotions and post positions for internal staff in accordance with the Collective Bargaining Agreement. 
• Other duties and administrative tasks, as assigned.

Required Skills / Attributes

• High degree of professionalism, communication and organizational skills.
• Detail-oriented, high logical and reasoning, problem solving, data analytical and reporting skills.
• Excellent time management skills, ability to multi-task and prioritize.
• Ability to work independently and as part of a team.
• Ability to deal with highly complex and sensitive situations while maintaining confidentiality.
• Highly driven to learn and develop self and increase expertise and knowledge in field of work.
• High level of business communication, written and verbal.

Qualifications

• Diploma or University Degree in Business Management or Human Resources with a minimum of 1 year of relevant experience or an equivalent combination of education, training, and experience.
• Experience with submitting ROE's and Unions is a strong asset.
• Excellent communication skills both oral and written.
• Strong knowledge of Microsoft applications such as Word and Excel.
• Knowledge of government legislation including the Human Rights Code, Labour Code and Employment Standards Act is required.

All applicants are welcome; however, only those selected for an interview will be contacted.

The Receptionist warmly greets and provides front office support to clients and associates of Mastercard. The Receptionist is expected to exhibit a high degree of professionalism and to perform their duties in a manner consistent with Mastercard’s key expectations.  This position involves daily interaction with local and national guests, partners, and associates at all levels of Mastercard.  

Specific Responsibilities include: 

Front Desk Reception:

• Support the front desk by managing the main telephone line, receiving, and routing phone calls for Mastercard.
• Manage sign-in systems to track when visitors and vendors enter and leave the building.
• Coordinate the receipt and pick-up of small items (envelopes, packages) in an efficient and timely manner.
• Maintain continuous contact and collaborate with the Security and Conference Center teams to ensure smooth operation of daily business.
• Greet and engage associates and visitors to ensure they feel welcome.
• Assist with guests or vendors who assist the facilities team.
• Maintain appropriate business attire.

Cushman & Wakefield:

• Provide administrative support, including phone support, typing reports, filing and distribution of correspondence.
• Prepare and code invoices for Property Manager’s approval.
• Track and file contracts and insurance certificates; maintain follow-up system for expirations.
• Assist with maintaining the property purchase order system.
• Extra hours may be needed during Board Meetings.
• Any additional tasks or duties assigned by the Property Manager or Assistant Property Manager.

EDUCATION AND EXPERIENCE

Education: High school diploma required.

Work Experience: At least two years of experience in front-line customer service, general office and/or administrative support positions.

Travel: This position requires no business travel.

QUALIFICATIONS

Qualified incumbents for this position must be highly motivated, capable of self-direction, detail oriented and able to work collaboratively in a teamwork capacity.  Incumbents must exhibit a keen sense of responsibility and enjoy working with multiple demands, shifting priorities and constant change.

• Demonstrates an ability to deal with a variety of personalities (associates and visitors) in a diplomatic manner with strong interpersonal skills and sustained energy.
• Has the ability to think clearly and execute while under pressure.
• Possesses poise and handles visitor & associate engagement with a professional demeanor.
• Responds helpfully and professionally to a wide variety of inquiries for which a ready answer is not always available.
• Is highly ethical and committed to the values of Cushman & Wakefield and maintenance of confidentiality.
• Possesses great attention to detail and an ability to follow through with projects.
• Has advanced ability in organization, time management, prioritizing, and planning skills.
• Is responsible and committed to meeting deadlines.
• Works independently and as a team player in a fast-paced environment.
• Possesses excellent verbal and written communication skills.
• Is comfortable interacting with guests and associates from all backgrounds and varying levels of responsibility. 
• Has excellent customer service skills.
• Is proficient with MS Office software programs, e.g., Word, Outlook.

All of the statements in this position description are intended to describe the general nature of the work being performed and are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. This document describes the position currently available.  The company reserves the right to modify job duties or job descriptions at any time.

WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS
The PHYSICAL DEMANDS described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 85% of the time; and extend hands and arms in any direction.

What we offer

We see the value in learning from each other. That is why we inspire collaboration and team building at every turn. Working with a variety of experts, you will form strong relationships, gain mentorship, and expand your knowledge. And with both formal and on-the-job training, you will get the support to reach your goals – and keep setting new ones. Around here, every day is new, exciting, and packed with opportunities.

• Competitive compensation package includes overtime pay, annual bonus, flexible benefits program, and defined contribution pension plan
• 19 Paid Days off during the year in which their first anniversary falls, plus 5 Company Designated Holidays that generally fall between Christmas and New Year
• Voluntary Registered Retirement Savings Plan (RRSP) or a Tax-Free Savings Account (TFSA), conveniently funded by Team Member payroll contributions
• Family is important - maternity and parental leave program has Employment Insurance (EI) top-up
• Career support through reimbursement for professional development tuition fees
• Company Diversity and Inclusion business partnering groups
• Employee & Family Vehicle Discounts
• Develop friendly and long-lasting relationships through social events and an on-site fitness facility

Role Overview
The Administrator will be supporting the Manufacturing General Manager, Senior Managers, and on occasion, team members to ensure the smooth running of the workplace. You will perform general administration tasks, including answering phone calls, responding to emails, and managing correspondence.  Part of your responsibilities will include scheduling and coordinating meetings, appointments, and travel arrangements.  You will be editing documents, reports, and presentations, showcasing your analytical skills, and participating in the planning and organizing of company events, tours, and visits. This role gives you the opportunity to use your excellent communication skills, expert multi-tasking capabilities, attention to detail and your ability to work under pressure in an independent, professional, and timely manner. 

What you’ll be doing

• Gather, track, and analyze data for safety, quality, cost, and productivity improvements
• Develop of reports and presentation material for all levels of management
• Assist with travel arrangements and coordinate Company events and corporate visits
• Manage office supplies and fixed assets
• Purchase requisitions and good receipts management for various programs
• Manage and maintain calendars, schedules, and meeting agendas
• General office administration and support

What you’ll bring

• Diploma/Certificate in Office Administration, Business or equivalent diploma/certificate is required, equivalent combination of education and relevant experience would be considered.
• Minimum of 1 to 3 years of related work experience required.
• Advanced knowledge of Microsoft applications (Word,  PowerPoint, proficient in Excel creating graphs, formulas, pivot tables, and Microsoft Outlook)
• Proven work experience using SharePoint
• Knowledge of SAP software an asset
• Keen sense of urgency in delivering tasks and excellent follow through in prioritizing, coordinating, and planning in a high volume, fast paced environment
• Excellent verbal and written communication skills as well as strong analytical capabilities
• Attention to detail with a strong motivation and self-initiated improvement mindset
• Proven problem-solving skills with exemplary planning and time management skill
• Proven discretion and confidentiality
• Excellent interpersonal skills and the ability to work effective in a team environment
• Possess excellent telephone skills
• Willing to support daily and weekend overtime requirements as needed
• Must be flexible to work in Cambridge and/or Woodstock plant locations

If you have any questions, please reach out to [email protected]. TMMC is an equal-opportunity employer committed to creating a diverse team. We believe in enabling people to work together and realize their full potential. Please advise us at any point during the recruitment and selection process if you require accommodation. TMMC is a smoke-free property. 

The Client Administration function is a vital part of the firm’s Business Enablement Services and is focused on achieving client service excellence by delivering timely, high quality products, and encouraging an environment that increases both the staff and client experience.

The Department of Professional Practice (DPP) is looking for an Administrative Assistant who can provide support on a range of activities to ensure a high-quality product.

What you will do

• Provide administrative support to partners, senior managers, managers in Audit Center which is a national group within the Audit Practice.
• Adhere to risk management and branding in compliance with National guidelines ensuring accuracy and completeness.
• Coordinate, prepare, edit and/or proofread documents such as correspondence, presentations, and reports using various software.
• Proactive and independent management of partners’ calendar and contact database in order to maximize best use of the partners’ time.
• Coordinate travel arrangements
• Coordinate meetings, conference calls, video conferences, live meetings, and organize required materials.
• Assist in the preparation and submission of time and expense reports for the partner(s) supported.

At times, business needs arise and employees are required and agree to work beyond their normal work day or work week to fulfill the accountabilities required for their job. Likewise, people need time to devote to personal matters, and our approach to flexibility provides for this.

What you bring to the role

• Advanced skills with MS Office and Adobe products. In particular, Outlook, Excel, PowerPoint and Acrobat
• Proficiency to quickly learn proprietary software
• Excellent communication skills
• Strong project management skills
• Good judgment and analytical skills with a focus on attention to detail
• Capable of working independently and take ownership of tasks
• Ability to quickly and smoothly adapt to changing client demands
• Administrative experience is an asset
• College diploma or an equivalent combination of education and experience with an administrative assistant skill set

What is the opportunity?

In this role, you will be responsible for the data entry of various changes to the monthly benefit payroll processing center. In addition, you will be responsible for any changes received directly from plan sponsors or from their underlying pensioners.

What will you do?

• Data entry of various transactions into the pensioner payroll system which is used to generate monthly payments.
• Information updated on G+, BP Flex, Trust & EPM while maintaining accuracy and timeliness.
• Understanding and knowledge of requirements around tax legislation and the impact on not following process and withholding appropriate taxes.
• Daily tracking of volumes as it relates to transactions processed in a given day.
• Daily organization and prioritization of work received in order to meet all client deliverables and to ensure that appropriate clients have been updated prior to their monthly payroll cycle.
• Provides administration to the benefit payment department which processes approximately 500,000 pension payments on a monthly basis.
• Deadlines and accuracy are key to mitigating risk and exposure to RBC Investor Services as an organization.
• Day to day processing of financial and non-financial changes received.
• Reviews and scrutinizes all instructions receive from client/pensioner to ensure that appropriate updates are made to the system as required.
• Thoroughly checks work to eliminate errors/overpayments.
• Effectively communicates with Client Service team on any discrepancies in the data received and, on any questions, relating to future stop dates.
• Responsible for communicating and providing direction to appropriate areas as it relates to funding requirements to cover different transactions being processed.
• Distribution on a monthly basis of client reports generated confirming details around payments issued.

What do you need to succeed?

Must-have

• 1-3 years of relevant work experience
• Bilingualism (English and French) required, as you will regularly serve our clients and do business with RBC partners and/or employees across Canada with English and French speaking needs
• Experience in the financial industry
• Superior communication skills
• Knowledge of Pensions/ Benefit Payment System and Operations

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.

• Excellent exposure to communicate with various business partners and stakeholders in Investor Services and within other platforms as appropriate.
• Opportunity to obtain hands-on experience throughout your role.
• Working with an exciting, close-knit, supportive & dynamic group.
• Opportunity to collaborate with other business segments within the bank.
• Excellent career development and progression opportunities.
• A comprehensive Total Rewards Program including bonuses and flexible benefits.
• Competitive compensation.

Job Skills

Active Learning, Communication, Critical Thinking, Customer Service, Operational Delivery, Process Improvements, Time Management

Additional Job Details

RBC CENTRE, 155 WELLINGTON ST W:TORONTO

TORONTO

Canada

37.5

Full time

WEALTH MANAGEMENT

Regular

Salaried

2024-08-14

2024-08-26

The Administrative Assistant will provide administrative, managerial and organization assistance to the Vice President, Product Development and Innovation and Vice President, Global Sourcing. The successful candidate will be a high-energy, experienced executive assistant with an extremely professional demeanor, business maturity and discretion. This role will satisfy the self-starter who takes pride in contributing through support for the C-suite and has enthusiasm for coordinating key business events and corporate travel, recognizing that s/he is an extension of the office of the VP and will represent their presence accordingly.

• Proven track record in an administrative role

• High degree of professionalism, business maturity, common sense and good judgement

• Strong organization skills and attention to detail and accuracy

• Flexibility and able to thrive in a fast-paced environment

• Able to maintain confidentiality on highly sensitive matters

• Gather information/research assignments as required

• Takes pride in contributing through support with a positive attitude

• Thinks ahead to mitigate roadblocks or issues

• Can navigate different personalities and negotiate when necessary

• Screen all incoming mail, and handle/pass onto suitable personnel when required, prioritizing the remainder for the Vice Presidents

• Assist and coordinate staff moves

• Takes personal accountability

• Critical thinker and life learner

• Responsibilities include;

  • Coordinate all administrative aspects, including dynamic calendar management, meeting setup (A/V equipment and catering, etc), guest pickups, expense reports, travel arrangements, improvement of filing systems, and ordering of supplies to ensure the team operates efficiently and effectively

  • Schedule and organize the quarterly business review meetings and annual planning meetings

  • Compile information or ask from team for VP input or review

  • Schedule monthly and quarterly planning meetings, including agenda, order catering and presentation material preparation, etc.

  • Act as the key point of contact for several external vendors providing reliable and timely resolution to inquiries

  • Onboard new employees

  • Plan and co-ordinate team events and quarterly meetings

The individual will need to work collaboratively with other business and cross-functional teams and support team members in several time zones. The Product Development and Sourcing teams are predominantly located in Toronto and Calgary, and have a small team in Vancouver, while the Global Sourcing teams are in Toronto, and various cities across Southeast Asia (China, Bangladesh, Vietnam etc.)

What you bring

• 5+ years of experience supporting VP executives’ role within a fast paced and/or professional firm

• Advanced working knowledge of Adobe and Microsoft Office Suite. Knowledge of Concur and Coupa is an asset.

• Superior written and verbal communication skills

• High level of independence and can be relied upon to follow work through to completion

• Proven ability to manage multiple tasks simultaneously, take initiative, exercise sound judgement, and anticipate needs

• Proven ability to establish valuable relationships within an organization

• Demonstrate a positive attitude, with the ability to cope well under pressure with little or no supervision

• Provide professional administrative support in a helpful, respectful and friendly manner

• Extremely professional with executive presence, tact, and political savvy

• Willing to occasionally monitor email off-hours

• Willing to work onsite 3 days a week

• Willing to provide back up support to the other Consumer Brands Division Administrative Assistants

Hybrid

We value flexibility. We have adopted a hybrid work model whereby employees use a combination of working in office and virtually in service of outcomes. Each leader is empowered to decide what work is best achieved in person based on the unique needs of their team. 

As the Executive Assistant, you will be responsible for acting as the key contact person for the SVP. This includes booking meeting rooms, scheduling meetings and at times, create/edit presentations. You will also be responsible for monitoring an inbox to help manage meeting proposals, action items and address and delegate inquiries. Additionally, you will be managing the SVP’s calendar and coordinating incoming and outgoing mail

What Will You Do?

• Effectively represents the SVP’s and business unit through professional and collaborative interactions with executive assistants across the enterprise. 

• Anticipate issues and initiates appropriate actions to ensure the most effective use of the MD’s time, and efficient function of the business unit, prioritizes incoming requests and inquiries, responds in a timely manner and redirects as appropriate. 

• Ensures all required information for meetings is assembled in advance, including agendas, pre-reads and other materials. 

• Proactively manages the SVP’s calendar to ensure the most effective use of time with minimal input and direction and coordinates with key partners as required.

• Manages travel arrangements for efficiency and cost effectiveness. 

• Acts as the first point of contact for key external stakeholders. 

• Assist with the logistical organization of both senior management, full department meetings, planned or ad hoc team events, including booking meeting rooms, arranging catering, distribution of materials and providing post-event support, as needed. 

• As required, prepares expense reports ensuring accuracy and adherence to finance policies, and assists with the overall budget and identifying opportunities for department cost savings.

• Ability to work in a fast-paced environment and deal with change and continuously shifting requirements Highly proficient in Microsoft Word, Power Point, Excel, Outlook

• Ability to create and edit documents, PowerPoint slide decks as per guidance provided

• Strong calendar management/scheduling skills

• Provide executive administrative assistance in support of the senior executive maintaining a high degree of confidentiality and accuracy within a fast-paced, deadline driven environment.
  Assist as the primary liaison for the senior executive, with senior internal and external stakeholders.

• Coordinate and maintain senior executive’s correspondence, calendar, and reporting, responding and prioritizing as appropriate and with discretion.
  Proactively manage complex travel arrangements/itinerary; ensuring seamless travel and efficient use of budgeting and resources.

• Provide support in the planning and development of internal and external meetings or events, activities and key initiatives such as roundtable sessions.
  Manage the senior executive’s and leadership team’s supplier relations, maintain records and business expenses, and ensure invoices and bills are promptly paid; prepare and approve expenses according to delegated authorities.

• Coordinate all aspects of logistical organization of conferences/meetings. Develop agendas, materials and routines, including action items and follow-ups. Provide post-event support as needed.

What do you need to succeed?

Must-have:

• 5+ years of Executive support experience supporting senior leadership. Superior organizational skills specifically around calendar management, scheduling, ability to organize, plan, and schedule activities.

• Strong interpersonal relationship skills in working effectively with various levels of staff, including senior management and executives; ability to work as a team member.

• Sound judgement in decision making; strong problem solving skills and resourceful in working with others and representing the office of the senior executive.
  Anticipate the needs of the senior executive and flag questions or opportunities before issues arise.

• Demonstrate initiative, positive and helpful attitude when dealing with others in a professional manner.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to details.

• Highly resourceful team-player, with the ability to also be extremely effective independently.

• High proficiency in MS Office (Word, PowerPoint, Excel, Outlook); Intranet and Internet navigating and research skills.

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, fair compensation, commissions, and stock where applicable

• Leaders who help your development through coaching and managing opportunities

• Ability to make a difference and lasting impact

• Work in a dynamic, collaborative, progressive, and high-performing team

• A world-class training program in financial services

• Flexible work/life balance options

• Opportunities to do challenging work

#LI-Hybrid
#LI-POST
 

Job Skills

Communication, Data Entry, Detail-Oriented, Email Services, Office Administration, Presentation Software, Spreadsheet Software, Teamwork, Time Management, Word Processing Software

Additional Job Details

RBC WATERPARK PLACE, 88 QUEENS QUAY W:TORONTO

TORONTO

Canada

37.5

Full time

PERSONAL & COMMERCIAL BANKING

Regular

Salaried

2024-08-12

2024-08-26

Medcan is recruiting for a Casual Front Desk Associate for our high-performance service team. The position requires high energy and enthusiasm, an appreciation for detail, an outstanding level of client service and great organizational skills. The ideal candidate is a client focused professional with excellent communication skills, a great attitude, and some flexibility in their schedule. The role is responsible for monitoring and facilitating the flow of patients through the Clinic and for coordinating with other clinic staff to ensure an exceptional delivery of service.

The Accountabilities:

• Welcoming and greeting clients, guiding clients throughout their visit and checking clients in an out of their appointments

• Processing payments for appointments and products

• Ensuring all appropriate patient forms are completed

• Open and close procedures including next day preparation

• Scheduling appointments and booking referrals for clients

• Inventory of Reception supplies

• Back up for the Concierge team and related tasks.

• Clinic Flow Desk coverage including managing patient and staff flow

• Responding to all client issues and enquiries

• Problem solve in a fast-paced environment

• Troubleshooting

• Maintain a good working relationship with other departments to ensure an outstanding client experience

• Liaison with all clinic departments

• Respond to staff and client inquiries via email

The Requirements:

• Prior experience in similar role

• Four Star Hotel experience or a hospitality education is an asset

• Education in health or a related discipline is an asset

• Strong organizational and time management skills

• Excellent verbal and written communication skills

• Intermediate level skills in MS Office

• Exceptional customer service skills

• Ability to multi-task

• Ability to work well in a team environment

• Ability to foster relationships outside of the Reception team

This is a casual position currently scheduled on Saturdays and occasional weekdays located at our Toronto office at 150 York St. Applicants must be available to work in-clinic between the hours of 6:30am-7:00pm.