Administrative Assistant

RBC • Toronto, ON

3d • Onsite

About The Position

We are seeking an Administrative Assistant to provide comprehensive support to 2 to 3 Managing Directors across COO Group. This role will provide Senior level administrative support to the COO leadership team for RBC Capital Markets. The Administrative Assistant will maintain extremely busy outlook calendars and manage the coordination and logistics of both internal and external meetings for the team, including complex scheduling across internal and external stakeholders. This role will also help organize and execute events for the executive team and external onsite meetings, arrange and coordinate domestic and international travel agendas, and process expense reports for senior leaders, assisting with the expense pre-approval process and ensuring all policies are followed and items are processed within provided guidelines. The Administrative Assistant will act as a subject matter expert for the team regarding T&E as well as other policies and procedures. Responsibilities include office management, arranging all aspects of in-person and virtual meetings, ensuring the executive is well-prepared for meetings and events, and managing the Contingent Workforce Management (CWM) and Statement of Work (SoW) processes for the team, including onboarding and offboarding consultant/contractor resources. The role also involves assisting with technology requests, supply orders, miscellaneous queries, recruiting, staff on-boarding, and staff off-boarding, which includes requesting equipment setup and system access. Additionally, the Administrative Assistant will create and edit spreadsheets and presentations, handle regular activities without prompting, advise in advance of issues or delays, work cooperatively with other team members, adapt quickly to shifting priorities, make judgment calls in ambiguous situations, and lead and coordinate ad hoc projects as requested.

Requirements

• 3-5 years’ experience in an Office Admin capacity, supporting senior leaders
• Strong experience coordinating calendars, travel arrangements, monthly expenses
• Strong experience with Outlook, MS Office Suite, Concur and audio-video conferencing tools
• Ability to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands, establishing priorities and meeting deadlines
• Excellent interpersonal, communication (written and verbal) skills with the ability to work with all levels of management and staff
• Ability to take initiative, prioritize tasks, function independently, and work as part of a team
• Ability to handle sensitive and confidential information with discretion
• Superior attention to detail, calm under pressure, confidence
• Innate ability to develop and maintain constructive and cooperative working relationships with individuals at all levels of the organization

Nice To Haves

• Experience with RBC
• Experience in Capital Markets
• Ability to anticipate needs, be resilient in challenging situations and persevere to get the job done
• Professionalism, initiative, enthusiasm, energy, and a sense of urgency

Responsibilities

• Provide Senior level administrative support to COO leadership team for RBC Capital Markets
• Maintain extremely busy outlook calendars and manage the coordination and logistics of both internal and external meetings for team.
• Manage complex scheduling across internal and external stakeholders
• Help organize and execute events for executive team and external onsite meetings
• Arrange and coordinate domestic and international travel agendas
• Process expense reports for senior leaders, assist with expense pre-approval process and ensure all policies are followed and items are processed within provided guidelines
• Act as a subject matter expert for the team, regarding T&E as well as other policies and procedures
• Responsible for office management including and not limited to seat / locker assignments, keeping stationary supplied, mailroom activities, coordination of social events, etc.
• Arrange all aspect of in person and virtual meetings
• Ensure the executive is well-prepared for meetings and events
• Manage the Contingent Workforce Management (CWM) and Statement of Work (SoW) processes for the team, including but not limited to, onboarding and offboarding consultant / contractor resources
• Assist with technology requests, supply orders and miscellaneous queries
• Assist with recruiting, staff on-boarding, and staff off-boarding, which includes requesting equipment setup and system access
• Create and edit spreadsheets and presentations, including printing, copying, collating and binding, for internal and external meetings
• Handle regular activities without prompting, and advise in advance of issues or delays
• Work cooperatively with other team members in positive partnership to support and provide overall coverage and backup support
• Adapt quickly to shifting priorities and make judgment calls in ambiguous situations
• Lead and coordinate ad hoc projects as requested

Benefits

• A comprehensive Total Rewards Program including bonuses and flexible benefits
• competitive compensation
• commissions
• stock where applicable
• Leaders who support your development through coaching and managing opportunities
• Ability to make a difference and lasting impact through collaborative team culture that values innovation, teamwork, and stakeholder engagement
• Work in a dynamic, collaborative, progressive, and high-performing team
• Opportunities to do challenging work
• Opportunities to building close relationships with clients

What This Job Offers

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