Administrative Assistant

EQ Bank | Equitable Bank • Toronto, ON

11d • Hybrid

About The Position

The Administrative Assistant (Level 3) provides high-volume administrative and scheduling support to 3-4 Senior Vice Presidents, with a primary focus on complex calendar management, meeting coordination, and executive logistics. This role supports the effective day-to-day operation of the executive office by ensuring calendars are accurate, meetings are well-coordinated, and administrative processes run smoothly. The position requires strong organization, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. The Administrative Assistant operates within established processes, escalating issues as appropriate, and provides executional support to Senior Executive Assistants as needed to ensure coverage and continuity.

Requirements

• 3+ years of experience in an administrative or office support role, ideally supporting senior leaders in a corporate environment.
• Demonstrated experience managing complex calendars and coordinating meetings across multiple stakeholders.
• Strong proficiency in Microsoft Office and collaboration tools (Outlook, Word, Excel, PowerPoint, MS Teams).
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills for professional coordination and correspondence.
• Proven ability to handle confidential information with discretion and professionalism.
• Ability to manage multiple tasks, meet deadlines, and adapt to changing priorities.

Nice To Haves

• Post-secondary education in business administration or a related field preferred.
• Bilingualism (English/French) is considered an asset.

Responsibilities

• Manage complex, high-volume calendars for 3 4 SVPs, including scheduling meetings, resolving conflicts, and coordinating availability across multiple stakeholders.
• Prioritize and adjust meetings based on urgency, executive preferences, and business needs.
• Process meeting requests, manage intake, and ensure calendars are accurate and up to date.
• Coordinate meeting details including dial-ins, room bookings, and attendee logistics.
• Coordinate logistics for meetings, workshops, town halls, and internal events, including room bookings, virtual set-ups, catering, and materials.
• Arrange domestic travel and accommodations in accordance with company policies.
• Prepare and submit expense reports and support reconciliation as required.
• Identify and resolve routine logistical issues to ensure meetings and travel run smoothly.
• Provide administrative support related to executive office operations, including document formatting, filing, and record-keeping.
• Support Senior Executive Assistants with calendar coverage, meeting logistics, and administrative execution during absences or peak workload periods.
• Assist with ad hoc administrative tasks and executive-related initiatives as assigned.
• Serve as a professional point of contact for meeting coordination and scheduling with internal teams and external stakeholders.
• Track meeting requests, follow up on responses, and ensure timely communication of logistics.
• Escalate scheduling conflicts or issues requiring judgment to the appropriate Executive Assistant or leader.

Benefits

• Competitive discretionary bonus
• Market leading RRSP match program
• Medical, dental, vision, life, and disability benefits
• Employee Share Purchase Plan
• Maternity/Parental top-up while you care for your little one
• Generous vacation policy and personal days
• Virtual events to connect with your fellow colleagues
• Professional development and comprehensive Career Development program
• A fulfilling opportunity to join one of the top FinTechs and help create a new kind of banking experience

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed