Executive Assistant

An AI intial screening will be conducted for this role

Contract Duration
: 6 months | Possibility for an extension, or conversion to a full-time employee

Location
:
In office 4
-5 in week | Toronto Downtown

What are the hours of work
: 8 – 4:30pm

Will overtime be required (Y/N):
If yes, please provide forecasted overtime
:
Potentially, depending on hours of executive

• Master complex, overlapping calendar management across global time zones, identifying optimal scheduling windows and preventing conflicts before they arise
• Coordinate senior-level meetings with precision, managing all logistics including venue selection, technology setup, catering, and contingency planning
• Develop and maintain scheduling systems that account for executive preferences, personal considerations, and business priorities
• Proactively identify and resolve scheduling conflicts, travel delays, and logistical obstacles

• Execute seamless domestic and international travel arrangements, managing complex itineraries, visa requirements, and logistical coordination
• Oversee corporate expense management, including card reconciliation, compliance verification, and reporting
• Anticipate travel needs and build contingency plans for potential disruptions
• Maintain detailed travel protocols and vendor relationships to ensure efficiency and cost-effectiveness

• Maintain information aligned with bank's data governance standards, implementing meticulous handling protocols and access controls that comply with regulatory requirements, information security policies, and confidentiality frameworks
• Ensure all executive communications, financial data, and strategic documents are stored, organized, and managed in accordance with bank's data classification standards and audit requirements.

• Filter and prioritize incoming communications with appropriate judgment, routing inquiries efficiently and escalating appropriately
• Maintain communication protocols that protect confidentiality while ensuring critical information reaches decision-makers

• Advanced proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
• Strong technology acumen with ability to quickly learn new systems and tools

• 10+ years of executive-level administrative experience
• Advanced proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
• Strong technology acumen with ability to quickly learn new systems and tools
• Demonstrated ability to manage confidential information with sound judgment
• Exceptional verbal and written communication skills across organizational levels

• Banking or financial services sector knowledge
• Exposure to complex, matrixed organizational structures
• Global business or cross-functional operations experience
• Experience with enterprise collaboration platforms, scheduling tools, and business applications