Executive Assistant

Royal Bank of Canada•Jersey City, NJ

30d•Onsite

About The Position

In this role, you will provide administrative assistance / coordination to Vice President. Act as the key contact for the executive that you will be supporting. Calendar management including prioritizing, scheduling, and managing conflicts. Monitor a dedicated inbox to help manage meeting proposals, action items and address and delegate inquiries. Support to organize meetings, video and in-person meetings (book meeting location and equipment resources). Set up and coordinate business planning sessions, staff meetings, management meetings, bi-weekly management team meetings and one-on-one’s with direct reports (functional and global). As required, follow up on any agenda items or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner. Support the overall objectives of the Senior Management Team with the coordination of meeting planning and materials, including providing administrative support, organizing of team meetings, helping with town hall meetings, etc. Coordinate travel and hotel arrangements for the team, as needed. Process monthly expense reports and validate expense reports prior to SVP approval, as required. Maintain team vacation schedule and up-to-date records for the executives and their direct reports within the Vacation & Absence Management (VAM) system. Organize communication sessions, employee recognition celebrations, and other team events. Procure office supplies and user tech equipment for team, as needed. Raise awareness among the team, extend invitations to key business partners, maintain effective knowledge of all relevant resources and services available within organization. Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met.

Requirements

10+ years of executive administration or coordination experience, providing support to senior level management.
Strong interpersonal and diplomacy skills and comfort in dealing with individuals across all levels of the organization.
Ability to thrive in a collaborative environment with a strong capability to prioritize activities.
Ability to work in a fast-paced environment and deal with change and continuously shifting requirements.
Ability to work efficiently and accurately with minimal supervision.
Highly proficient in Microsoft Word, Power Point, Excel, Outlook.
Ability to create and edit documents, PowerPoint slide decks as per guidance provided.
Strong organizational skills including ability to organize, plan and schedule activities and strong calendar management/scheduling skills.

Nice To Haves

Bachelor’s degree.
For an internal candidate, solid knowledge of relevant RBC policies and procedures (e.g. vacation and absence management; expense guidelines; travel policy).
Professionalism, initiative, enthusiasm, energy, and a sense of urgency.

Responsibilities

Act as the key contact for the executive that you will be supporting.
Calendar management including prioritizing, scheduling, and managing conflicts.
Monitor a dedicated inbox to help manage meeting proposals, action items and address and delegate inquiries.
Support to organize meetings, video and in-person meetings (book meeting location and equipment resources).
Set up and coordinate business planning sessions, staff meetings, management meetings, bi-weekly management team meetings and one-on-one’s with direct reports (functional and global).
As required, follow up on any agenda items or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner.
Support the overall objectives of the Senior Management Team with the coordination of meeting planning and materials, including providing administrative support, organizing of team meetings, helping with town hall meetings, etc.
Coordinate travel and hotel arrangements for the team, as needed.
Process monthly expense reports and validate expense reports prior to SVP approval, as required.
Maintain team vacation schedule and up-to-date records for the executives and their direct reports within the Vacation & Absence Management (VAM) system.
Organize communication sessions, employee recognition celebrations, and other team events.
Procure office supplies and user tech equipment for team, as needed.
Raise awareness among the team, extend invitations to key business partners, maintain effective knowledge of all relevant resources and services available within organization.
Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met.