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Executive assistant

3 months ago

Chestermere, Canada RBC Full time

Job Summary

Job Description

What is the opportunity?

In this role, you will provide administrative assistance and organizational coordination to a Vice President, within Technology & Operations.

What will you do?

  • Act as the key contact for the executive that you will be supporting.

  • Manage and maintain calendars, and coordinates meetings, conferences, and travel arrangements for the Executive.

  • Responsible for monitoring an inbox to help manage meeting proposals, and 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, townhalls, staff meetings, management meetings, bi-weekly management team meetings and one-on-ones with direct reports; agendas minutes and supporting materials.

  • Prepare presentation materials, reports and meeting agendas, as required. Ensure relevant information is accessible, assembled and prepared for meetings.

  • As required, follow up on any agenda items, minutes 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 maintain Vacation Schedule and up-to-date records for the executive and their direct reports within Workday.

  • Validate expense reports before VP approval, as required. Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met

  • Work closely with other executive assistants in the organization to effectively plan meetings, and events and manage calendar series. Provide administrative back-up to other executive assistants during vacation and other absences

  • Continue to adjust the way we work, supporting the overall goals of the senior management team (display agility, utilize new tools and skills (virtual capabilities) and encourage and proactively identify and execute on efficiencies).

  • Facilitate and support operational aspects, such as; asset and inventory management, onboarding support for new hires and transfers

  • Support the VP in activities to drive deeper employee engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect-with-VP opportunities)

What do you need to succeed?

Must have:

  • 5+ years experience in executive administration/chief of staff experience, providingsupport tosenior-level management or relevant experience

  • Strong interpersonal and diplomacy skills. 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. Adapt to change and navigate continuously shifting requirements

  • Ability to work efficiently and accurately with minimal supervision

  • Highly proficient in Microsoft Word, PowerPoint, Excel, and Outlook. Ability to create and edit documents, and PowerPoint slide decks as per guidance provided

  • Strong organizational skills including the ability to organize, plan, and schedule activities and strong calendar management/scheduling skills

Nice to have:

Solid knowledge of relevant policies and procedures (e.g. Workday, vacation and absence management; expense guidelines; travel policy)

What's in it for you?

We thrive on the challenge to be our best, progressive thinking to keep growing and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference in our communities, and achieving mutual success.

  • Ability to make a difference and lasting impact

  • Leaders who support your development through coaching and managing opportunities

  • Work in a dynamic, collaborative, progressive, and high-performing team

  • Opportunities to do challenging work

#LI-Hybrid
#Ll-POST

Job Skills

Communication, Data Entry, Detail-Oriented, Email Services, Office Administration, Presentation Software, Spreadsheet Software, Teamwork, Time Management, Word Processing Software

Additional Job Details

Address:

RBC WATERPARK PLACE, 88 QUEENS QUAY W:TORONTO

City:

TORONTO

Country:

Canada

Work hours/week:

37.5

Employment Type:

Full time

Platform:

TECHNOLOGY AND OPERATIONS

Job Type:

Regular

Pay Type:

Salaried

Posted Date:

2024-06-26

Application Deadline:

2024-07-12

Inclusion and Equal Opportunity Employment

At RBC, we embrace diversity and inclusion for innovation and growth. We are committed to building inclusive teams and an equitable workplace for our employees to bring their true selves to work. We are taking actions to tackle issues of inequity and systemic bias to support our diverse talent, clients and communities.

We also strive to provide an accessible candidate experience for our prospective employees with different abilities. Please let us know if you need any accommodations during the recruitment process.

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