Administrative Assistant

1 month ago

Toronto, Canada Canada Infrastructure Bank Full time

Headquartered in Toronto, the Canada Infrastructure Bank (CIB) is responsible for investing in new infrastructure projects. The CIB’s mission is to work with provincial, territorial, municipal, federal, Indigenous and private sector investor partners to transform the way infrastructure is planned, financed and delivered in Canada.

Reporting to the Executive Assistant, Investments, the **Administrative Assistant** provides administrative, clerical and operational support to the Investments department’s senior leadership including calendar management, booking travel, and preparation of expense reports.

**Responsibilities**:

- Support three or more Managing Directors and one Head, Project Development, on the Investments Team
- Support the Executive Assistant, Investments as/if needed
- Manage calendar of appointments; plan and coordinate the Investments department’s senior leaders’ schedules and proactively prioritize and manage requests for access to his/her time
- Establish positive and productive relationships with administrative counterparts within the CIB, and in Infrastructure Canada and other departments or Crown Corporations as required
- Communicate directly and on behalf of the Investments department’s senior leaders with executive assistant counterparts in external client, stakeholder, research or service provider organizations
- Keep the Investments department’s senior leaders well informed of upcoming commitments, and proactively identify forward-looking commitments that need attention
- Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, and within deadlines
- Make travel and other logistics arrangements and prepare itineraries and agendas, and complete expense reports, within the Travel & Hospitality guidelines
- Liaise with IT support to resolve any technical issues
- Research information to prepare reports on request
- Provide back-up reception coverage, as required (providing vacation, sick day, personal day or training coverage)

Your ideal profile
- Bilingual (French/English) is preferred
- Minimum 3 years’ experience supporting senior executives and interacting with senior individuals from other organizations
- Financial services industry and/or public sector experience is a strong asset
- Experience that demonstrates outstanding judgment and organizational skills with attention to detail, the proven ability to handle confidential information with discretion, ability to manage and prioritize various competing demands, and the highest level of client service and response
- Excellent ability to communicate effectively both orally and in written form
- Service-orientation, high degree of client focus
- Well organized and able to prioritize and manage multiple tasks in a fast-paced environment while maintaining a high level of attention to detail
- Able to deal with ambiguity and situations where not all of the details are provided or available
- Must work well as part of a team and collaborate well with others
- We thank you for your interest. Only those selected for further screening or an interview will be contacted._

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