Executive Assistant to Chief Executive Officer

3 days ago

Old Toronto, Canada Robertson & Company Ltd. Full time
Executive Assistant to Chief Executive Officer

Part Time / Full Time

Executive Assistant to Chief Executive Officer

Our client is an International Bank with branches in major cities including Toronto, Vancouver, Calgary, and Montreal. They offer various services for Retail Banking, Corporate Banking, International Services, Investment Services, etc.

What You Will Achieve in This Role:

As the Executive Assistant, you will play a pivotal role in ensuring the smooth operation of the CEO's office and supporting various strategic initiatives within the company. Your responsibilities will span managing confidential information, coordinating complex schedules, and serving as a key communication liaison. Additionally, you will support the planning and execution of corporate events, facilitate committee meetings, and contribute to the bank's digital transformation and customer-centric projects. Your organizational skills and discretion will be essential in maintaining efficient administrative processes and safeguarding important corporate records.

1. Support to Strategy Promotion and Management Department:

  • Aid in the planning and execution of corporate events.
  • Serve as the communication liaison within the Strategy Promotion & Management Department, excluding HR and office-related matters.

2. Support for Committee Meetings:

  • Arrange logistics for Committee meetings, including coordinating with attendees and managing venue, agenda, and presentations.
  • Prepare and distribute meeting minutes.
  • Consolidate and track the progress of deliverables from Committee meetings.

3. Support to the Corporate Secretary:

  • Update and manage corporate records for authorized signatories.
  • Safeguard original internal documents of value, such as memos, agreements, policies, manuals, charters, and minutes.

4. Archive Custodian Assistance:

  • Maintain official, legal, bank asset, and internal information and publication records.

5. Confidentiality Management:

  • Exercise discretion and judgment in managing confidential information, prioritizing tasks, and addressing day-to-day operational and administrative issues.
  • Ensure the proper handling and filing of confidential documents and sensitive information.
  • Participate in the bank's digital transformation initiatives, including working with agile teams on required deliverables or additional business functions as designated by department/unit heads.

7. Customer-Centric Culture:

  • Engage in customer-centric projects and programs led by designated teams within the bank.

8. Additional:

  • Manage and coordinate the CEO's schedule, including appointments, meetings, and travel plans.
  • Attend meetings with the CEO as needed to provide support.
  • Draft routine and complex correspondence and memoranda.
  • Maintain an organized and efficient filing system.

What You Must Bring to this Role:

  • Bachelor’s degree in business administration or a related field.
  • Bilingual (English and French) speaking candidates will be prioritized.
  • Strong organizational skills and attention to detail, with the ability to manage multiple tasks and work under pressure.
  • Creative problem-solving abilities and openness to change.
  • Strong interpersonal skills, with the ability to maintain effective working relationships with colleagues and external contacts.
  • Excellent written and verbal communication skills.
  • Ability to balance multiple priorities and meet tight deadlines while providing professional service.
  • Experience with multinational organizations is highly desirable.
  • Supportive of organizational changes aimed at improving the bank’s effectiveness.
  • Propose innovative approaches or methods.
  • Willingness to collaborate with and meet the needs of other departments and branches.
  • Timely completion of work to support other departments/branches.
  • Responsibility for personal performance by setting clear goals, tracking progress, seeking feedback, and addressing performance issues promptly.
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