Executive Assistant

**Job Summary**

**Who are we?**

At RBCx, we power bold ideas, founders, and tech companies. We help some of the most ambitious tech and innovation companies scale and make an impact in the world by connecting them to the right people, ideas, and financial solutions of one of Canada’s largest banks.

Whether we’re helping to build ideas from the ground up or working alongside entrepreneurs to build the next generation of businesses, we know our most valuable asset is our people. We are deeply invested in our team’s well-being and development, and ensuring RBCx isn’t just a place to work, but a place to belong.

**Overview**:
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant & Office Manager to support our VP, Operations and ensure the smooth day-to-day operations of our office. This hybrid role requires a dynamic individual who can manage executive schedules, handle confidential information with discretion, and maintain a productive, efficient, and professional workplace environment.

**Team Description**:
The RBCx Admin team works magic behind the scenes to keep everything running smoothly. We support our leaders across the organization and help teams unlock their potential by prioritizing and anticipating needs even before they arise. They serve as the backbone of the organization’s day-to-day functions—supporting the fast-paced, collaborative community that helps to define RBCx’s culture. If you’re a resourceful doer who finds joy in making things happen then this is the team for you. Areas of work include Executive Support, Event Planning, Travel Coordination, Administrative Operations, and Team Communications.

**WHAT WILL YOU DO?**

**_ Executive Support:_**
- Provide high-level administrative support to our VP, Operations, including calendar management, travel arrangements, expense reporting, and meeting coordination.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Act as a liaison between the VP, Operations and internal/external stakeholders.
- Handle confidential and sensitive information with the utmost discretion.
- Manage special projects and initiatives as directed by the VP, Operations.
- Work closely with other administrative assistants in the organization to effectively plan meetings, and events and manage calendar series. Provide administrative backup to other administrative 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 efficiencies).
- Facilitate and support operational aspects, such as; asset and inventory management, onboarding support for new hires, and transfers.
- Support the team in activities to drive deeper employee engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect with EVP opportunities)

**_ Office Management:_**
- Oversee daily office operations to ensure a well-functioning, professional environment.
- Manage office supplies, equipment, and vendor relationships.
- Coordinate office maintenance, and facilities management.
- Organize company events, meetings, and team-building activities.
- Maintain records and documentation in accordance with company policies.
- Oversee Health & Safety at our office.

**WHAT DO YOU NEED TO SUCCEED?**

**MUST HAVE**:

- 3-5+ years experience as an executive assistant supporting senior executives & in office management or operations in a fast paced environment.
- Proven experience in managing complex calendars, travel, and high-stakes meetings, you can juggle multiple priorities and manage your time well.
- Strong understanding of business priorities and ability to anticipate executive needs.
- Exceptional written and verbal communication skills.
- Proficient with productivity tools (e.g., Google Workspace, Microsoft Office, Zoom, Slack).
- Collaborative and team-oriented with a positive, “no task too small” mindset, your willing to roll up your sleeves and handle anything that comes your way.

**NICE-TO-HAVE**:

- Experience in project management or business operations (preferred in startups or scaling companies)
- 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

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