Administrative Assistant II

Our client is a top financial institution with significant North American holdings.  They have operations across most major verticals, including institutional & corporate, wealth management, private clients, commercial banking, treasury, and retail banking.
 
Introduction:
Prime Hires is seeking a skilled Administrative Assistant II to join our client in support of an existing vacancy.

Contract Period: 8 months with potential to extend or convert
Pay Rate: $25 per hour
Location: Toronto, ON
Location Type: Hybrid
Business Hours: Monday – Friday, 8:00 AM – 4:30 PM or 9:00 AM – 5:00 PM

Job Responsibilities:

• Managing calendars and scheduling meetings.
• Coordinating team meetings, town halls, and leadership meetings, planning team events and celebrations, including holiday functions.
• Provide a high level of administrative support ensuring quality service and professionalism at every customer interaction Manage efficiently in a multi-tasked environment and ensure deadlines are met.
• Apply appropriate due diligence ensuring accuracy in preparing and promptly completing all required supporting documentation (ie. reports, presentations, invoices, correspondence/communications, tables, charts, files, etc.).
• Schedule and organize meetings, including preparation and co-ordination by booking the facility, pre-mail, arranging required equipment, refreshments, etc.
• As required Maintain proficiency with software applications/programs and/or department specific systems as required (ie. MS Office, Word, PowerPoint, Excel, Lotus Notes, etc.).
• Efficiently manage and promptly respond to all incoming enquiries/requests for information independently or re-direct to the appropriate person/area.
• Ensure the optimal level of customer service and professionalism is provided Provide accurate, organized and efficient administrative support; collect and track data, research information, sort and distribute mail, balance and process expense reports, schedule and organize meetings, manage calendars, create and maintain files, and perform other administrative assignments as required.
• Consistently exercise discretion in managing correspondence, information and all matters of confidentiality; escalate issues where appropriate.
• Prioritize and manage own workflow to ensure quality and efficiency (i.e. meet deadlines; be flexible in adjusting to changing work priorities).
• Use software programs and other tools or equipment with ease and efficiency and provide documents/ information that effectively support the needs of the team.
• Efficiently manage expectations/concerns through strong communication skills, both verbal and written.
• Take initiative to identify and recommend improvements in own job function, research and/or investigate issues requiring resolution in order to execute on assigned tasks.
  

Experience & Qualification Requirements:

• College diploma degree required.
• 2-4 years of Previous experience working as an Executive Assistant.
• 2-4 years prior experience with calendar management/scheduling meetings.
• Advanced proficiency with Microsoft Office, including Excel, PowerPoint, Outlook, and Teams.
• Prior experience supporting senior leadership/executives as an EA in a banking/financial institution.
  

How to Apply: If you are a motivated professional looking to contribute to a leading team, please submit your resume outlining your qualifications and experience relevant to this role. Prime Hires & the clients we represent, value diversity and are committed to creating an inclusive workplace. We invite all qualified individuals to apply.

Background screening is required as part of the onboarding process. The type of screening required (criminal, credit, or other verifications) will vary based on the position and client requirements.

We use AI technology as part of our application review process to assist with screening and assessment. All applications are also reviewed by our recruitment team.
  
Prime Hires & the clients we represent are equal opportunity employers, committed to diversity and inclusion. Prime Hires is a certified diverse supplier and actively seeks to foster a representative and inclusive workforce. We welcome applications from all qualified individuals, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, Aboriginal status, or any other legally protected factors. We champion building a diverse and inclusive environment.