Executive Assistant II

Job Title: Executive Assistant II
Location: Toronto, ON (Hybrid)
Estimated Duration: 12 Months

SUMMARY OF THE ROLE:
Will the contractor have access to any customer data? NO
Typical Day-to-Day Responsibilities

• Manage and maintains calendars, coordinates meetings, conferences, and travel arrangements for the Executive.
• Responsible for monitoring an inbox to help manage meeting proposals, action items and address and delegate inquiries.
• Support to organize meetings, video and in-person meetings (book meeting location and equipment resources). Set up and coordinate business planning sessions, townhalls, staff meetings, management meetings, bi-weekly management team meetings and one-on-one’s with direct reports; agendas minutes and supporting materials.
• Prepare presentation materials, reports and meeting agendas, as required. Ensure relevant information is accessible, assembled and prepared for meetings.
• As required, follow up on any agenda items, minutes or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner.
• Support the overall objectives of the senior management team with the coordination of meeting planning and materials, including providing administrative support, organizing of team meetings, helping with town hall meetings, etc.
• Coordinate travel and hotel arrangements for the team, as needed.
• Process monthly expense reports and maintain Vacation Schedule and up-to-date records for the executive and their direct reports within Workday.
• Validate expense reports prior to approval, as required.
• Work closely with other executive assistants in the organization to effectively plan meetings, events and manage calendar series. Provide administrative back-up to other executive assistants during vacation and other absences
• Support in activities to drive deeper employee engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect with EVP opportunities)

MUST-HAVE Hard Skills:

• EA experience
• MS office

SOFT SKILLS:

• Strong communication skills

NICE-TO-HAVE

• Bank – strong nice to have.