Administrative Assistant

RBC•Bedford, NS

8d•Onsite

About The Position

The Administrative Assistant provides direct support to regional leaders across COO Group and oversees daily administrative operations of the office, ensuring office efficiency in that region or location. The Administrative Assistant coordinates office activities and operations to secure efficiency and compliance with company policies, manages office supplies, schedules meetings and appointments, and provides general administrative support to team. The Administrative Assistant will act as a central point of contact for internal communication and HR support, bridging the gap between staff and management to keep the workplace running smoothly and productively.

Requirements

7+ years’ experience in an Office space management and administration, 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

Serve as the primary administrative resource for regional COO leadership by managing schedules, coordinating meetings, fielding routine inquiries, and handling miscellaneous administrative tasks.
Proactively anticipate needs and flag potential issues or delays in advance
Manage regional office space allocation and seating assignments to optimize utilization.
Maintain accurate records of workspace assignments and coordinate changes as needed.
Escalate space constraints or inefficiencies to regional leadership and Corporate Real Estate.
Coordinate new employee onboarding by assigning workstations, ordering equipment and supplies, provisioning technology access, and ensuring all setup activities are completed on schedule.
Manage offboarding processes including equipment retrieval, system access removal, and exit coordination.
Regional support for COO Leadership and logistics by collaborating with other Executive Assistants in the COO group.
Responsibilities include assisting in coordinating regional office access, arranging conference rooms for meetings, and providing comprehensive logistical support as needed.
Order and maintain office equipment, furniture, and supplies.
Monitor inventory levels and anticipate needs to prevent shortages.
Coordinate equipment requests and technology provisioning through appropriate channels.
Partner with COO leaders in Managing space, ensure we are maintaining a safe, secure, and appropriate work environment for employees to work.
Partner with regional leaders and Corporate Real Estate to maintain a safe, secure, and well-maintained workplace.
Report facility issues, coordinate repairs, communicate maintenance needs, and ensure the office environment supports employee productivity and comfort
Assist regional leadership and enablement teams with event logistics and coordination.
Book venues and conference rooms, coordinate catering and supplies, manage attendee logistics, and support run-of-show execution.
The role supports event delivery rather than owning event planning or strategic design
Handle regular activities without prompting, and advise in advance of issues or delays
Lead and coordinate ad hoc projects as requested