All jobs within 50 km around Burlington in Administrative Jobs

The Executive Assistant is responsible for providing senior administrative support for three VPs  across the Global Contact Centres.
 

Accountabilities:

• Support the executive in day to day management of his/her schedule by:

  • Establishing and coordinating calendars.
  • Arranging / scheduling appointments on behalf of the executives.
  • Anticipating scheduling conflicts / problems and providing alternatives.
  • Providing receptionist support by receiving / screening / referring incoming calls/visitors using a high degree of discretion.
  • Acting on telephone / mail requests received in the VP’s absence.

Support the executive with correspondence by:

• Dealing with correspondence as appropriate (responding, delivering, filtering based on knowledge of work).

• Composing correspondence for the executive’s signature.

• Producing material from written copy / rough notes.

• Proofreading work / output against source documents.

• Setting up / maintaining filing systems.

Organize meetings / conferences by:

• Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees.

• Arranging bookings for boardrooms / conference rooms (internal).

• Arranging for equipment and materials for meetings as appropriate.

• Meeting with outside providers of service (conference centers / hotels / caterers).

• Recommending facility alternatives.

• Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference.

• Preparing invitations for sign off by the executives.

• Tracking responses of meeting attendees, following up as appropriate.

• Booking travel arrangements, ensuring all requirements are met.

Provide administrative and project related support by:

• Verifying applicable bills/expense statements.

• Track completion of action items from meetings.

•  Preparation of Service Level Agreements, organization charts and other communications as required.

Preparing and submitting reports:

• Assist in maintaining the VP’s / department’s expense and other budgets by.

  • Preparing entries / transactions and supporting documentation to process payments.
  • Recording /inputting / documenting data to track, monitor and control expenses.
  • Providing supporting information reports to management to support decisions.

Dimensions:

• Supports up to 3 executives with administrative tasks.

• Proven track record of success in a complex matrix organization.

Education / Experience / Other Information:

• University Degree from an accredited university or college in Administration. Alternatively, an Associate Degree from an accredited university or college and 3 -4 years of related experience.

• Strong knowledge of MS Office applications and PC skills, particularly spreadsheets and presentation tools.

• Sound knowledge of business/bank terminology and departmental procedures.

• High level of discretion required when dealing with confidential matters

• Highly organized and strong organizational know-how (structures, key, staff, etc.)

• Good interpersonal relations

• Adaptable to change/flexible in a fast-paced, dynamic environment.

• Excellent problem resolution skills; resourceful and effective in a deadline-oriented environment.

• Demonstrated performance orientation with a results-focused approach

Working Conditions/ Other details:

• Hybrid working model with onsite work in a standard office-based environment.

• Location:11 Adelaide St. West / 888 Birchmount Road Scarborough

• Start date: ASAP

• Status: Full Time

As an Administrative Support Assistant, you will be responsible for providing administrative support to one or more Advisors and their teams.  
  
IS THIS ROLE RIGHT FOR YOU
In the role you will:

• Be responsible for onboarding new client relationships through digital account opening and documentation administration 
• Process client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
• Respond to client inquiries and issues in a timely manner and escalating , as required

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

• Experience in the securities industry
• 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.

SUMMARY

The Administrative Assistant III reports to a Manager and provides coordination and support in the areas of the regional reports, regional information tracking, ESAT, regional newsletters and in some cases supervises other Administrative Assistants.

KEY DUTIES & RESPONSIBILITIES

• Carry out the day-to-day execution of clerical duties to ensure BGIS operations are provided with administrative support
• Coordinate regional reports and perform preliminary analysis
• Coordinate corporate initiatives throughout the region
• Track regional priorities and ensure that information is tracked and compiled as requested
• Coordinate ESAT information and dissemination
• Coordinate regional conferences/meetings; prepare logistics and develop preliminary agenda
• Prepare initial content of newsletter/communications for the region (i.e. Vision Articles, Tenant Newsletters, etc.)
• Prepare/review information prior to Portfolio Manager’s approval of documents regarding the accuracy of content
• In some cases, enter and update Team Members’ information in HRMS. 
• Other related general administrative duties as required
• Other duties as assigned

KNOWLEDGE & SKILLS

• Requires three (3) to five (5) years of administrative experience
• Excellent computer skills, proficient with MS Office
• Self-motivated
• Ability to work independently with little or no supervision
• Excellent interpersonal skills
• Problem solving skills
• Effective leadership skills – may have personnel to manage
• Strong time management skills and organizational skills
• Strong written and verbal communication skills
• Strong customer focus

Licenses and/or Professional Accreditation

• None required

At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds . We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success!

Vacancies known at the time of posting:
1. 2700 Eglinton Ave W, Toronto, M6M 1V1 (1)

2. 30 Adelaide Street East, Toronto, M5C 3G8 (1)

3. 60 Queen Street West, Toronto, M5H 2M4 (2)

Major Responsibilities:
 

• Prepares, researches, maintains and processes documents (e.g. enforcement of defaulted fines, license suspensions, warrants, probation orders, other court orders, interpreter request, dockets, case dispositions, MTO requests, photocopy requests, trial request, motion applications, extension applications, re-openings, walk-in-guilty pleas, and filings of certificates and information etc.).
• Selects and presents data. Determines and corrects errors.
• Drafts correspondence (relating to legislative authorities and court/tribunal processes).
• Inputs, updates and maintains data (e.g. processing certificates of offence and Information filed with court, Prepping court dockets, updating dispositions including FTR, scheduling trials etc.).
• Operates office equipment and computers utilizing a variety of software packages, applying speed and skill.
• Prepares presentation materials, forms etc.
• Utilizes layout, formatting and keyboarding skills using computer.
• Maintains filing and retrieval systems for records/documents (e.g. trials, pending matters to be scheduled, schedules, tables, completed cases, docket payments, fines at collections, exhibits, recording tapes / digital recording files, reports, inventory data and manuals, receivables and completed matters) etc.
• Receives documents/applications, invoices/monies from the public or other levels of government and ensures accuracy and completeness.
• Issues/completes receipts/documentation.
• Receives, balances and records payments and completes receipts.
• Responds to inquiries requiring broad knowledge of the operational area/function (e.g. call centre, public counter, in-take counter and information desk).
• Coordinates meeting rooms, bookings and special requirements for meetings.
• Attends meetings, takes and transcribes minutes.
• Prepares, sorts, processes, collects, opens, distributes and delivers mail, cash, and bank deposits.
• Monitors, orders and maintains supplies/resource materials for unit or other locations.

Key Qualifications:

Your application must describe your qualifications as they relate to:
 

1. Considerable experience performing various clerical duties, including, receiving payments, typing correspondence, processing applications, etc.
2. Considerable experience working with various filing systems and the management of large volumes of information both hard copy and electronic.
3. Experience with MS Office (i.e. Word, Excel, Access, Outlook and PowerPoint), data entry, formatting procedures for text, table, spreadsheet and mail merging. 
4. Experience working in a customer service environment, dealing effectively with all levels of staff and the general public and service providers in person, by telephone and in writing.

You must also have:
 

• Mathematical ability to compile statistical summaries and to balance accounting documents, e.g. Failed to Respond (FTR) dockets, Walk In Guilty (WIG) dockets, First Attendance dockets balance day end cash transactions etc.
• Knowledge of legal and technical terms and court procedures and requirements, e.g. knowledge of the Statutory Powers Procedure Act, City of Toronto By-Laws, Provincial Offences Act, Courts of Justice Act, Administration of Justice Act and related regulations.
• Excellent interpersonal, and communication skills with the ability to meet and interact with, judiciary, Legal Profession, Staff, Enforcement Agencies, Public and representative from external agencies and organizations in an efficient, discreet and professional manner.
• Excellent organizational skills with ability to multitask in a high pressure, high volume environment with minimal supervision.
• Ability to utilize layout of formatting procedures for text, charts, graphs and statistical data.
• Ability to operate audio/visual systems and perform minor maintenance and repairs.
• Ability to type/keyboard at a fair rate of speed, and accuracy.
• Ability to lift boxes up to 20 kg.
• Ability to work flexible and varied hours on a rotational basis.
• Ability to work in a primarily digital environment
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

Posting Period: 20-Mar-2024 to 05-Apr-2024

BRIEF INTRODUCTION 

The Assistant Branch Administrator is responsible for supporting the Branch Management Team in ensuring a high level of success is achieved through effective operations and administrative efficiencies. 
   
IS THIS ROLE RIGHT FOR YOU 

In the role you will: 

• Consistently demonstrate high levels of internal and external client service
• Assist in the management of branch support staff, including executing development plans
• Ensure quality and efficiency of branch operations
• Assist with the execution and implementation of procedures to ensure compliance with corporate policies and industry regulations
   

We would love to work with you if you have: 
 

• Experience in the securities industry 
• Excellent verbal and written communication skills  
• Meticulous attention to detail and excellent time management skills 
• Provide excellent client service in a professional and respectful manner
• Strong organizational skills
• Ability to take initiative and work independently
• Investment Representative (IR) license is an asset or obtain license within 15 months of hire which includes:
  • Canadian Securities Course (CSC), 
  • Canadian Practices Handbook (CPH),
  • Investment Representative Training Program (IRT)
  • ScotiaMcLeod internal 30-Day training program

 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.

Major Responsibilities:

Your primary responsibilities as an Administrative Assistant 1 will focus on performing a variety of specialized administrative support to assist with the day-to-day management control, operations and coordination of complex projects and/or program related functions in the Office of the Deputy City Manager, specifically:

Office Administration

• Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, telephone calls and initiates responses.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Recognizes priorities and organizes the daily schedule accordingly.
• Coordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff as required.
• 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 and protocols.
• 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. Proofreads own and others material.
• Performs highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
• Maintains strict confidentiality at all times.
• Coordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration.
• Prepares agendas, takes/transcribes minutes and follows-up on action required.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation material on various software, including PowerPoint.
• Organizes and maintains up-to-date manuals such as Council and Corporate administrative policies and guidelines.
• Maintains continuous awareness of the City operations, administrative policies and procedures. Monitors administrative processes of the office to ensure adherence to relevant City policies and efficient operations.
• Coordinates the development and implementation of secretarial and administrative   standards and procedures.
• Attends various meetings, events.
• Promotes and delivers excellent customer service.
• May handle special projects.

Human Resources and Financial Management

• Monitors, tracks and reports attendance.
• Checks and ensures the preparation of the recruitment and organizational change documents are in accordance with Corporate and service area policies.
• Maintains staffing and recruitment information and documentation. 
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitration, letters of discipline, contingency planning, position termination, restructuring and downsizing initiatives.
• Assists in the co-ordination of service area labour disruption plans as required.
• Coordinates the submission of petty cash reimbursements, supplier payments and other administrative matters for the office.

Communications and Issues Management

• Receives and provides initial response including initial data collection related to telephone calls, email and correspondence from the general public and staff and refers for appropriate action.
• Responds to, and helps resolve, issues raised by staff, internal and external stakeholders, and the public.
• Receives Fraud and Waste, Ombudsman, Auditor General, Internal Audit and other matters on behalf of the DCM's Office and refers to the appropriate Division for Action. Monitors and tracks responses.
• Coordinates tier one responses to enquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, the media, senior City staff and the public.
• Prepares and co-ordinates communications material within the service area, including newsletters, bulletins, notices and flyers.

Council and Committee Agenda Management

• Monitors all key reports required for committees and council and ensures deadlines are met.
• Annotates Council agendas and flags items that will impact on Division operations. Identifies issues and initiates responses.
• Maintains awareness of municipal matters while acting with discretion on all confidential matters.

Reporting and Record-Keeping

• 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.
• Coordinates all reports and administrative information, monthly work plan updates and corporate responsibilities including Human Resources, Health and Safety and prepares the documentation to meet legislative requirements in alignment with established policies and procedures.
• Develops, operates and maintains an effective record/retrieval system for the office.

Key Qualifications:

1. Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures. 

2. Experience annotating and/or summarizing complex data, reports, briefing notes and/or committee/council reports.

3. Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables.

4. Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow up.

5. Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).

6. Strong analytical and problem-solving skills.

7. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, deal with conflicting priorities and work demands.

8. Considerable knowledge of municipal operations that may include but is not limited to council proceedings and Freedom of Information.

9. Ability to work independently, in a politically sensitive and confidential environment, using sound judgement.

10. Ability to provide work direction to other support staff.

11. Ability to research and prepare information in a timely manner.

12. Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.

13. Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.

14. Excellent communication skills, both orally and in writing. A strong command of grammar and writing skills for the purpose of proof reading and editing.

15. Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.

16. Must be resourceful, adaptable and possess a high degree of initiative.

17. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

18. Knowledge of the Agenda Forecasting System (AFS) and the Letter Tracking System (LTS) would be considered an asset.

What you'll be doing...

The Administrative Assistant is responsible for providing administrative support for Senior Management (VPs). As a member of the Campus Operations team, you are responsible for contributing to the overall success of the unit by providing a high level of professional administrative and service support to our campus and branch partners while adhering to Bank security and operational procedures and policies. You are responsible for contributing to the provision of human, straightforward and knowledgeable service through your daily interactions to foster a relationship of mutual trust and confidence with partners and other team members. Flexibility is key in a constantly changing environment (procedural and automated systems).

Is this role right for you? In this role, you will: 

1. Contribute to the overall business objectives of the Global Operations Senior Management Officers by: 

•  Establishing and co-coordinating calendars;
•  Arranging /scheduling appointments on behalf of the officer;
•  Anticipating scheduling conflicts / problems and providing alternatives;
•  Establishing and maintaining a BF system;
•  Providing receptionist support by receiving / screening / referring incoming calls / visitors using a high degree of discretion;
•  Acting on email, in-person or online requests received in the senior officer’s absence, or seek guidance, as required;
• Booking conference rooms / meeting rooms / arranging for catering services;
• Coordinate meetings, townhalls, and other events by preparing agenda items, helping with presentations, taking meeting minutes and sending recap emails, as requested by the VPs;
• Booking travel arrangements;
• Reconciling and processing expenses and budgeting on behalf of the VP and the leadership team, as required;
• Support onboarding and offboarding activities on behalf of the VPs
• Coordinate on/offsite meetings, team-initiated engagement events;
• Arranging for or making urgent deliveries of documents / packages
• Ensuring sorting / processing of incoming/outgoing mail;
• Support other GO VPs or higher when their Administrative Assistants or Executive Assistants are absent, on a planned and unplanned basis such as vacancies, vacations, or sudden absences;

2. Ensuring service provided to partners is of the highest quality by ensuring that all service level commitments to customers are met or exceeded by:

• Taking full responsibility for all partner enquiries/concerns/complaints directed to him/her by resolving those matters within his/her discretion, to the partners’ satisfaction or by referring the partner to the appropriate resource
• The incumbent works closely with BNS staff and outside vendors to ensure services rendered meets the established requirements and schedules
• Provide feedback and processing improvement to the Senior Manager Campus Operations.

3. Participate in the efficiency in all processes and functions performed in the department through ongoing review of new and existing processes:

• Verifying telephone bills/expense statements
• Ordering and managing stationery
• Gathering statistical information, presenting in organized formats, and conducting simple analysis
• Preparing and submitting reports
• Maintaining contact lists and employee information, as requested by the VPs.

4. Foster positive work environment by promoting, participating, and supporting team engagement events.

Do you have the skills that will enable you to succeed in this role?  We'd love to work with you if you have: 

• College or University Diploma, or relevant experience required
• Demonstrated organizational skills with a keen attention to details and the ability to manage multiple tasks simultaneously.
• Strong Word, Excel and PowerPoint Skills required.
• High level of discretion required when dealing with confidential matters
• Passionate about building and fostering relationships, while providing great customer service
• Minimum 6+ months of experience in a related administrative role requiring multiple calendar management, including one or more Leader
• Bilingual (Spanish/English) is a strong asset  

Working Conditions

The core hours of operation are scheduled between Monday-Friday, 7:00am - 5:00pm. Possibility of 2 days working from home (flexible to VP needs), after 3 months of on-site training. 

Location 

Must be able to travel to the Downtown Toronto and 888 Birchmount Rd,  2201 Eglinton Avenue sites.

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets. 

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

BRIEF INTRODUCTION
 
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

Reporting to the Manager, Housing Stability Services the Support Assistant A is responsible for the management, co-ordination, and delivery of administrative operations within the Housing Stability Services section. The focus of the role is to support procurement processes, program operations, inquiries from the public, reporting and IT System implementation.  

Major Responsibilities:

• Performs specialized administrative tasks, including preparation, investigation, research, review, reconciliation, control and co-ordination of various documentation and processes.
• Preparing, organizing and storing documents in both paper and digital formats.
• Ensures and checks the preparation and processing of documents in accordance with appropriate policies and legislation.
• The first point of contact with the public and housing program recipients by phone and email related to housing program questions, complaints and concerns.
• Interfaces with HSS service providers related to housing program implementation and challenges.
• Ensures service delivery of the unit and monitors/controls unit work standards. Reviews processes/work for accuracy, prior to authorizing. Identifies and recommends modifications and oversees implementation of changes.
• Assists with operational programs/functions.
• Administers, prepares, processes and composes documents, statistical summaries and reports.
• Assists with the development and documentation of policies and procedures for the unit and/or division. Interprets and applies regulations and practices.
• Prepares calculations and analysis of data. Compiles data for forecasting/budgeting.
• Reconciles, deposits/issues accounts, cash and statements.
• Provides work direction, coordination, training and guidance to assigned staff.
• Operates computers utilizing and manipulating a variety of software packages.
• Prepares and/or presents presentation materials.
• Provides information and guidance to staff, Councillors, the public, agencies, other levels of government etc. orally or in writing.
• Attends meetings and hearings and acts as the division and/or unit representative. Signs documents as a representative of the corporation.
• Co-ordinates meetings, events and schedules.
• Takes/transcribes minutes.

Key Qualifications:  
Your application must describe your qualifications as they relate to:   

1. Extensive office administration experience at a senior level within a team environment.
2. Extensive experience with administrative systems, relating to data management, procurement and finance systems.
3. Considerable experience with a variety of software packages including Microsoft Office Suite (i.e. Word, Excel, MS Access and PowerPoint) and Outlook.
4. Considerable experience in developing and implementing administrative work procedures and systems.

You must also have:  

• Excellent organizational and time management skills, with the ability to perform in a high volume, high stress environment.
• Ability to communicate effectively both verbally and in writing with politicians, the public, and all levels of staff.
• Ability to identify and analyze problems or inefficiencies and develop effective solutions.
• Ability to meet deadlines and deal with conflicting priorities and work demands.
• Ability to deal with confidential materials and matters.
• Ability to provide work direction to clerical and administrative staff including training and orientation.
• An understanding of issues of housing and homelessness, as well as the services provided by the Housing Secretariat.
• Customer service skills working with clients, service providers, the general public and/or staff to address service inquiries, requests and/or complaints.
• Good knowledge and understanding of City’s By-Laws, policies and procedures with respect to purchasing, accounting, accounts payable, accounts receivable and financial reporting.

The Administrative Support Analyst is responsible for contributing to Private Banking’s overall success by providing administrative support to the SVP Private Banking and Managing Director Wealth Credit Solutions. The Administrative Support Analyst will also be responsible for supporting the Financial Reporting Team, assisting with preparation and distribution of regular reporting.

Is this role right for you? In this role you will:

Support the Senior leaders with their expenses by:

• Preparing entries / transactions and supporting documentation to process payments
• Recording /inputting / documenting data to track, monitor and control expenses
• Providing supporting information reports to management to support decisions
• Verifying telephone bills/expense statements/preparing and submitting reports
• Championing a high performance environment and contributing to an inclusive work environment.

Coordinate meetings & provide logistical support for Senior Leaders by:

• Arranging meeting invites, agenda preparation, power point decks for partner and Team meetings
• Assist with the update of Consolidated reporting and dashboards
• Providing calendar support as necessary
• Arranging travel including booking and itineraries

Support the Financial Reporting team by:

• Assisting with the preparation of annual, quarterly and monthly financial analysis reports
• Maintaining email distribution lists
• Co-ordinate system access for all Private Banking users
• Assisting with the preparation and validation of quarterly and annual compensation payments

Contribute to the effective functioning of the Private Banking Head Office team by:

• Participating actively in team learning development activities and team performance achievements.
• Building effective working relationships across the team and with various business line and corporate function contacts
• Maintaining a high level of client service 
• Facilitating a culture of open and honest communication
• Actively participating and contributing to touch bases and team meetings
• Encouraging the generation of new ideas and approaches 
• Actively share knowledge and experience to enhance the development of all team members
• Developing and executing a meaningful employee development plan

Do you have the skills to enable you to be successful in this role? We would love to work with you if you have:

• University or Community College degree preferred in Finance or Mathematics
• 2 + years of Executive Assistant Experience
• Must have good knowledge of the broad Wealth management offering, including the services of Private Banking, and familiarity with the Bank’s International Private Banking offering.
• Strong knowledge of Private Banking operations and sales environments
• Knowledge of Process Mapping and Business Architecture, including use of related software/tools
• Thorough business analysis, analytical and creative problem solving skills 
• Proven judgment as issues can be complex and without precedent.
• Strong written and verbal skills required to prepare communications and interact effectively with other Bank departments and external parties;
• Excellent time management skills 
• Thorough PC skills including Excel, Word, PowerPoint
• Thorough knowledge of field various reporting tools
• Strong written and verbal communication skills
• Expert knowledge of Retail and Commercial Lending policies and procedures
• Previous experience with writing business cases is an asset
• Strong analytical skills
• Ability to work with others of varying levels, expertise and skills