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

As the Assistant Director of Front Office, you are a senior leader in the Front Office department, and directly lead the Front Desk and Royal Service teams, as well as manage our guest experience from arrival to departure.

• Oversee the Front Desk and Royal Service daily operations, exemplifying the values of a service focused organization.
• Frequent and direct contact with guests, both in proactive and recovery situations.
• Regular coaching of leaders and front-line employees to optimize performance. Participating in interviewing, recruiting and selection of new team members. Complete workforce planning including scheduling, payroll and recruitment.
• Overseeing adherence to brand guidelines, LQA standards and loyalty programming.
• Oversee group arrivals, ensuring all requirements outlined on the resume are executed. Attending pre-cons, resume meeting, and representing the Front Office as a whole.
• Lead monthly departmental meetings, communicating goals to increase colleague engagement, service scores and overall productivity.
• Thorough knowledge of emergency procedures (Emergency Preparedness Manual) and general crisis situation procedures

Physical Aspects of position:

• Frequent standing and walking throughout shift.
• Frequent lifting and carrying up to 30 lbs.
• Constant kneeling, pushing, pulling, lifting.
• Frequent ascending or descending ladders, stairs and ramps.

Qualifications

• Excellent knowledge of Rooms division operations. Knowledge of Micros Fidelio Opera and Microsoft Office Applications.
• Minimum of two years as a manager within the Front Office at a mid-sized to large hotel.
• Leadership experience in a unionized environment.
• Highly organized, career and result oriented with the ability to be flexible with hours, days off, assignments and additional duties.
• Diploma/Degree in Hotel Management an asset.

Additional Information

Visa Requirements: Must provide proof of eligibility to work in Canada.

Job Perks & Benefits:

• Complimentary meal in our staff cafeteria each shift
• Exclusive discounts at Accor branded properties worldwide with our colleague benefit card
• Complimentary dry-cleaning services for your work attire
• Learning programs tailored to hone your skills and talents
• Opportunities to make a meaningful impact by participating in our Corporate Social Responsibility initiatives, including our Sustainability Committee and Diversity, Equity & Inclusion (DEI) Committee
• Career advancement opportunities, with pathways to national and international promotions, the opportunities are limitless
• Access to our comprehensive benefits package, including extended health, dental, vision benefits; life and disability insurance; pension with company match; and Registered Retirement Savings Program (RRSP) and a Tax-Free Savings Account (TFSA) (for salaried roles)

• Drafts tenders, Request for Proposals (RFP), Request for Quotations (RFQ); provides bid analysis and prepares reports.
• Checks work of contractors to ensure adherence to City by-laws, Building Codes, standards, policies and procedures.
• Represents the division at various committees and meetings.
• Carries out technical work for the planning and scheduling of work for capital projects. Prepares estimates and layouts. Verifies calculations by inspectors and performs on site visits.
• Prepares tenders, reports and determines quantity and cost estimate.
• Investigates and responds to inquiries and/or complaints from project clients, staff, elected officials and members of the general public.
• Assists with instructing, directing, providing technical guidance and expertise. Provides feedback to program staff, contractors and consultants with respect to projects. Ensures relevant construction practices/methodologies, contract documents, City by-laws, codes, legislation and acts are adhered to.

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

1. Post-secondary education in a relevant discipline (e.g. Building Science, Facility Management,
2. Engineering Technologist, Automotive Mechanical Technology, etc.) or an equivalent combination of education and/or experience.
3. Considerable experience in fleet maintenance, coordination and procurement including: replacement cycles, fleet related issues resolution and inventory tracking methods.
4. Considerable experience with facility maintenance, materials and methods of construction, and construction  project coordination; planning, overseeing, coordinating, and assisting with implementing multidisciplinary projects which includes working in a multi-project environment and working collaboratively with internal and external stakeholders.
5. Experience in contract administration and related purchasing processes such as RFQ/RFP/RFTs, specifications, purchase orders, contract and contract release orders.
6. Experience implementing and coordinating maintenance operations using Computerized Maintenance Management Systems, and/or other software applications related to fleet and/or facility management.

You must also have:
 

• Ability to communicate, negotiate and develop solid internal and external relationships; analytical and conflict resolution skills.
• Strong analytical and problem solving skills.
• Ability to work independently and as part of a team.
• Experience and knowledge of MS Word, MS Project, Excel, Power Point
• Experience and knowledge of appropriate legislation such as Occupational Health and Safety Act, Construction Safety Act and other relevant legislation, including but not limited to Ontario Electrical Safety
• Code, Canadian Gas Association legislation, Technical Standards Safety Association regulations and the Ontario Highway Traffic Act..
• Strong ability to identify opportunities for improvements to service efficiency and effectiveness. Excellent verbal and written communication skills, highly developed interpersonal skills, dealing with all levels of the organization, government agencies and the public; preparing concise, accurate technical reports and correspondence.

Major Responsibilities:

• Performs varied administrative duties and clerical functions in connection with the operation of an organizational unit. May provide work direction and training to assigned staff.
• Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.
• Handles scheduling of appointments and ensures that the appropriate information is provided.
• Conducts background research, investigations and retrieves information on various issues.
• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• 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 the public.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment 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 and corrects/resolves outstanding/incorrect items prior to signature.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.
• Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels 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 administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.
• Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, briefing notes. Formats Committee reports prior to signature.

Key Qualifications:

Your application for the role of Administrative Assistant 2 should describe your qualifications as they relate to:

1. Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures, some of which must specifically relate to the actual duties of the position.
2. Considerable experience in the preparation, drafting, editing and formatting of complex reports, correspondence, presentations, charts, tables and statements.
3. Considerable experience in taking minutes at meetings, required follow up activities and handling confidential and complex documents and reports.
4. Considerable experience in the use of a variety of software packages including Microsoft Office Suite, i.e. Word, Excel, PowerPoint and Outlook, to prepare correspondence, presentations, statistical reports and charts related to organizing, analyzing and reporting data.
5. Experience in planning and organizing appointments, meetings, interviews, conferences, and special events.
6. Excellent organization and time management skills, with the ability to set priorities, meet deadlines and deal with conflicting priorities in a high volume, high stress environment.
7. Ability to provide work direction to administrative staff, including training and orientation.
8. Ability to exercise independent judgement and discretion in dealing with highly confidential materials and matters.
9. Strong analytical and problem-solving skills with proven ability to handle sensitive issues.
10. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.
11. Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external partners and agencies.
12. Ability to research, gather, and summarize information.
13. Ability to occasionally work flexible hours, including evenings and weekends as required.

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

Accountable for day-to-day operations of the CSD, managing a full range of administrative processes, including preparation of highly time-sensitive and confidential materials and correspondence, travel arrangements, expense management and reporting, maintenance of all correspondence files and reference materials for the SVP, AGC and other members of the Corporate Secretary's Department.

What is the opportunity?   

The RBC Law Group, Operations team is looking for a dynamic Executive Administrative Assistant to provide support in the effective coordination, management and execution of various initiatives and day-to-day operations. This position plays a lead role in the efficient and seamless operation of the Corporate Secretary Department (CSD. The primary function of the Executive Administrative Assistant is to deliver superior support to the Senior Vice-

President, Associate General Counsel & Secretary and the CSD with deliverables to the RBC Board of Directors, senior management team, and internal and external stakeholders. In this role, you will provide administrative and operational support to the Senior Vice-President, Associate General Counsel & Secretary and the CSD ensuring the smooth running of all the operational and administrative aspects of the team and assist with Board and Committee meetings. This position focuses on operational effectiveness, innovation and professionalism.

What will you do?  

• Accountable for day-to-day operations of the CSD, managing a full range of administrative processes, including preparation of highly time-sensitive and confidential materials and correspondence, travel arrangements, expense management and reporting, maintenance of all correspondence files and reference materials for the SVP, AGC and other members of the CSD
• Proactively manages the SVP and AGC’s calendar to ensure the most effective use of time
• Key liaison on behalf of the SVP, Associate General Counsel & Secretary and Assistant General Counsel, Managing Director Board Governance & Assistant Secretary with the offices of the CEO and other senior leaders across the Bank
• Anticipates issues and initiates appropriate actions to ensure the most effective use of the SVP, and AGC’s time, and efficient function of the business unit
• Acts as the first point of contact for key external stakeholders seeking information from the Bank or general public
• Responsible for other general Administration support requirements for the team

What do you need to succeed?

Must-have  

• At least five years + of applicable experience with a Law Firm or Financial Institution
• Exemplary communication and writing skills in English (French is an asset)
• Proficient with MS Office, Word, PowerPoint, Excel
• Ability to prioritize multiple competing demands and work efficiently
• A strong service orientation and a strong desire to succeed by meeting and exceeding expectations

Nice-to-have 

• Good judgment – knows when to act, when to consult, and when to follow-up
• Experience with T360 and iManage software applications
• Strong communication skills (written and oral), and organizational skills
• Time management – ability to work under time constraints and meet deadlines

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 and 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

Job Skills

Calendar Management, Communication, Detail-Oriented, Email Services, Expense Management, Office Administration, Presentation Software, Processing Expense Reports, Spreadsheet Software, Teamwork, Time Management, Word Processing Software

Additional Job Details

ROYAL BANK PLAZA, 200 BAY ST:TORONTO

TORONTO

Canada

37.5

Full time

Law and Compliance

Regular

Salaried

2024-03-15

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 

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
   

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 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 
  #LI-Onsite

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.

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 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.

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

The City’s Seniors Services and Long-Term Care Division supports residents in long-term care homes to have the healthiest, most fulfilling lives possible through exceptional care and services, enabling people to live with support and age with dignity. The Division believes in the values of Compassion, Accountability, Respect, and Excellence.

Major Responsibilities

• Performs varied administrative duties to support Directors and their sections within the Senior Services & Long-Term Care division.

• Exercises caution and discretion when managing confidential and sensitive information.

• Schedules meetings, organizes materials, and supports activities for the Director and other staff in the section as required.

• Prioritizes day-to-day activities and requests for meetings from various areas, including managing urgent and emerging issues.

• Screens, reviews, and prioritizes incoming phone calls, e-mail and mail, processes correspondence, and where appropriate directs to appropriate staff.

• Assists the Director to monitor and flag hot issues for standing Committees and City Council.

• Ensures that the tracking and following up of requests is maintained and deadlines are met.

• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.

• Drafts correspondence composes and types of letters and memoranda and routes or answers correspondence.

• Reviews work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature

• Coordinates the development and preparation of summary notes and briefing materials for the Director.

• Prepares and organizes materials (including confidential and employment/labour relations matters).

• Prepares presentation material utilizing detailed layout and formatting.
• Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government.
• Maintains awareness of municipal and Senior Services & Long-Term Care matters, administrative systems and procedures to provide effective administrative assistance.
• Works collaboratively with other Administrative Assistant 2s as a team and provides back-up support in each other's absence.
• Provides support in handling special projects as required.

Key Qualifications

1. Considerable experience in the performance of administrative support duties to senior management, including handling and solving large scheduling matters, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience utilizing a variety of software packages including Microsoft Office Suite (i.e. Word, Excel, PowerPoint and Outlook or equivalent) to prepare correspondence, and create charts related to organizing, formatting, editing, and analyzing content.
3. Experience working with and preparing, confidential materials/information for management.
4. Strong analytical and problem-solving skills with proven ability to handle sensitive issues.
5. Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
6. Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
7. Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with senior management staff.
8. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.
9. Ability to work within an organizational culture that emphasizes continuous learning, collaboration, transparency, accountability and trust while promoting a strong code of ethics and integrity to support public service excellence.
10. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.
11. Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings, as required.