Senior Executive Assistant

Join a ChallengerBeing a traditional bank just isn’t our thing. We are big believers in innovating the banking experience because we believe Canadians deserve better options, and we challenge ourselves and our teams to creatively transform what’s possible in banking. Our team is made up of inquisitive and agile minds that find smarter ways of doing things. If you’re not afraid of taking on big challenges and redefining the future, you belong with us. You’ll get to work with people who will encourage you to reach new heights. We like to keep things fun, ask questions and learn together.We are a big (and growing!) family. Overall we serve more than 670,000 people across Canada through Equitable Bank, Canada's Challenger Bank™, and have been around for more than 50 years. Equitable Bank's wholly-owned subsidiary, Concentra Bank, supports credit unions across Canada that serve more than six million members. Together we have over $125 billion in combined assets under management and administration, with a clear mandate to drive change in Canadian banking to enrich people's lives. Our customers have named our EQ Bank digital platform (eqbank.ca) one of the top banks in Canada on the Forbes World's Best Banks list since 2021.Purpose of JobThe Senior Executive Assistant is responsible for providing advanced administrative support to multiple Management Committee members onsite 5 days a week at 351 King St E. The primary focus of this role is to enhance the effectiveness of executives, promote proactive communication, and demonstrate leadership in driving organizational improvements. The successful candidate will be tech-savvy, possess strong communication skills, excel in multitasking, and demonstrate the ability to take ownership of tasks from start to finish. The Senior Executive Assistant will demonstrate strong business acumen and judgement and the ability to confidentially manage some of the most important relationships and information within the bank.The Senior Executive Assistant demonstrates the highest level of integrity, confidentiality and professionalism in dealing with affairs of the company and in handling sensitive, personal and confidential matters, materials and situations.Let's talk about the role! 30% - Strategic Decision-making support (Management)Proactively review Executive time allocation and propose opportunities to increase productivity and employee engagementReview and manage Senior Executive correspondence including inbox management as appropriatePrepare draft communications for Senior Management including email as appropriateComplete and submit various corporate forms for approval (e.g. expense reconciliation, invoices, registrations) and handle routine itemsBrief the Executive with background information before appointments or meetingsCoordinate Executive leadership Team meetings including preparation of timely, accurate agendas, taking advanced level complete minutes, action logs, bring-forward trackers and distribution of advance materials. 40% - Time OrganizationProactively identify and address potential issues, shifting priorities, and conflicts in the Executives’ schedulesScreen and prioritize requests, visitors, phone calls, and incoming mail, demonstrating a keen sense of urgency and discernmentUtilize technology, such as Office365, for efficient information and calendar managementPlan, organize, and coordinate meetings with internal and external participants, ensuring seamless collaboration across multiple Executive calendarsArrange visits to local frontline operations and coordinate business travel as needed30% - Administrative SupportHandle logistics for executive meetings, including orchestration of catering and set-upContribute to the development of internal documents, memos, and presentationsManage filing systemsDevelop and improved administration procedures, and processes in response to the needs and working preferences of the ExecutiveEnsure appropriate management of department records, and filesProvide information and refer visitors/callers to appropriate individuals using sound judgment and a high level of sensitivity and confidentialityCoordinate internal and external meetings, including agenda preparation and information distributionLet's talk about you! Have a post-secondary education in Business Administration related program 5+ years of administrative assistant experience supporting 3 and more C-level Executives in a fast paced, growing organization2+ years of experience working in the Banking, Finance, Insurance, Tech, especially in Investment Banking or FinTechComprehensive written and interpersonal communication skills, including ability to communicate effectively with all levels of company, including Senior Executive & the Board of DirectorsDemonstrated ability to effectively and efficiently handle multiple, simultaneous and complex projects and prioritiesAdvanced knowledge working in all the Microsoft suite of products, especially PowerPoint, Excel, Outlook and WordStrong organizational and administrative skills, capable of operating independently with minimal directionAbility to assess sensitivity and confidentiality, adapting procedures to the Executive's personal styleIn-depth knowledge of the organization's business activities, structure, and executive personnelStrong communication and interpersonal skills, with a diplomatic and discreet approachProactive and self-management skills, demonstrating initiative to work independentlyExtensive technical skillsDecisiveness and good judgment required to operate the Executive Office effectively in their absenceWhat we offer (For full-time permanent roles) Competitive discretionary bonus? Market leading RRSP match program