Senior Administrative Assistant

Are they working on a billable T&O project: No Clarity / Flextrack: Flextrack Working days : Mon-Thur Office / Fri - WFH Work setup : Hybrid OT requirement: Possible, not frequent Role Mandate: Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group. The Senior Administrative Assistant will provide administrative and operational support across multiple banking teams, ensuring seamless coordination of day-to-day activities and business requirements. This role will primarily focus on counter management, travel coordination, expense processing, and providing flexible coverage support across various teams and functions as business needs evolve. Working closely with Mandy and partnering with stakeholders across multiple banking groups, the successful candidate will demonstrate strong organizational skills, adaptability, and the ability to quickly transition between different work environments and priorities. Key Responsibilities (but are not limited to): • Leads the planning, coordinating, and implementing department events. • Provides senior level administrative and operational support within a large, diverse team including one or more senior executives. • Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information. • Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting. • Provides input into the planning and implementation of administrative programs. • Builds effective relationships with internal/external stakeholders. • Gathers and formats data into regular and ad-hoc reports, and dashboards. • Coordinates and monitors budgets and reporting on results vs. budget. • Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities. • Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events. • Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available. • Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures). • Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries. • Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements • Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget. • Makes travel arrangements, booking flight/hotel reservations as needed. • Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations. • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. • Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability. • Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.). • Thinks creatively and proposes new solutions. • Exercises judgment to identify, diagnose, and solve problems within given rules. • Broader work or accountabilities may be assigned as needed. Qualifications • 1-3 years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study. • Specialized knowledge from education and/or business experience. • Verbal & written communication skills. • Collaboration & team skills. • Analytical and problem-solving skills. • Attention to detail & organizational skills. Core Skills Personable and approachable Strong relationship-building skills Collaborative team player Teachable and eager to learn Highly adaptable and resilient Professional and positive attitude Creative problem-solver Proactive and resourceful Interviews: • 1st round with hiring manager • Potential 2nd round