Executive Administrative Assistant

Join our Commercial & Investment Equities team as an Executive Administrative Assistant, where you will have the opportunity to work in a high-paced organization.

This role offers daily interaction with executive level internal clients across various lines of businesses, providing a platform for professional growth and skill enhancement.

Be part of a team that values structure, attention to detail, and quality focus.

As an Executive Administrative Assistant you will possess structure, attention to detail, quality focus, high energy and flexibility to a high-paced organization.

You will need to work well in a team environment, be able to represent the senior leaders and team with professional courtesy and acumen, and deliver flawless work output.

Your daily routine also includes interaction with various executive level internal clients across the lines of businesses.

You will need to adapt to procedures, processes and techniques to complete assignments in line with the department's activities and goals.

Job Responsibilities:


* Maintain detailed calendars


* Coordinate visitor access and handle logistics


* Organize and arrange all aspects of high volumes of onsite and offsite events, such as but not limited to, virtual and in-person meetings and roadshows, including invitations, scheduling, catering and transportation


* Screen incoming calls and determine the level of priority, while using caution in dispensing information


* Manage the coordination and logistics of both internal and external meetings.

Work closely with sales team to ensure clients are registered and meetings are scheduled


* Arrange and coordinate high volumes of domestic and international travel


* Process T&E expenses for team members.

Ensure all policies are followed and items are processed within provided guidelines.

Act as a subject matter expert for policies and procedures


* Produce high quality emails and messages to individuals at all levels of the organization


* Handle regular activities without prompting, and advise in advance with possible issues or delays


* Assist in editing spreadsheets and presentations, including printing for client meetings


* Work cooperatively with the administrative assistant team, in positive partnership to support each other smoothly


* Lead and coordinate on ad hoc projects as requested

Required qualifications, skills and capabilities


* Preferably candidates should have at least 3 years of administrative experience, supporting all levels through managing director


* Advanced calendar management


* Advanced ability to organize and prioritize


* Tact and good judgment in confidential situations, and proven experience interacting with senior management


* Strong interpersonal, written, and oral communication skills


* Candidates should have Expense, Invoice and Charitable Contributions knowledge


* Proficiency within the Microsoft Office Suite, including Exc...