​About the Role

Reporting to the VP, Financial Services, the Executive Administrative Assistant supports the efficient operation of administrative functions for the Finance and Risk senior leadership team, including preparing confidential financial and business materials for Board sub committees. This role demands a high level of efficiency in organizing and storing information, as well as the ability to regularly prioritize and reprioritize tasks to support smooth operations.

Senior level duties include:

• Provide comprehensive administrative support to the VP, Financial Services, and Director, Risk and Financial Transactions, including a broad range of senior administrative and project coordination services.
• Prepare and manage the VP and Director’s schedules, including calendar management, meeting coordination, travel arrangements, and expense reporting.
• Organize and manage division-related events, town halls, team-building, on-site and off-site meetings.
• Prepare and distribute agendas, supporting materials, and meeting minutes.
• Update, maintain, and manage Finance records.
• Manage the Finance SharePoint site, ensuring documents accessibility, keeping this current, secure, and well organized.
• Gather information from leadership to maintain/update KOIs and Employee Engagement Survey. Creating, maintaining and managing action plans for the VP, and Director.
• Assist in producing high-quality, professional, and consistent reports, presentations, and documents using Excel, PowerPoint and Word.
• Perform other administrative tasks, initiatives, projects as assigned and/or on an ad-hoc basis.

General administrative duties include:

• Maintain attendance records and other documentation; coordinate with IT and HR on onboarding/offboarding processes for employees and consultants.
• Navigate and utilize Microsoft Office Suite and related applications to support Finance leadership outputs.
• Keeping current and being innovative on new and best practices related to the application.
• From-time-to-time creating, maintaining and managing action items, for other leaders in the division.

Your Experience & Skills

•    A 2 year Office Administration (or a related field) diploma plus minimum of five  (5) years’ experience working in and supporting an executive team environment.
•    Must demonstrate superior communications skills, both verbal and written, with the ability to communicate effectively.
•    Must possess an ability to determine priority of various tasks with limited supervision.
•    Proficiency with Outlook, Word, PowerPoint and Excel, SharePoint, records management and database management are required.
•    The position requires excellent attention to details, organizational and interpersonal skills, and a high degree of judgement and initiative in responding to matters as they arise.

Note: An equivalent combination of training, education and experience may be considered.