Executive Assistant – Investment Banking
Are you a versatile self-starter with a demonstrated ability to take initiative and work independently with keen attention to detail? Then, Apply Now!
Working with one of our top financial clients, this role calls for an Executive Assistant – Investment Banking who will perform a variety of administrative and clerical tasks, financial and human resources administration, and provide professional support to one or more Managers and their direct reports. The successful candidate will have strong experience in administrative support within a financial services environment, with a solid understanding of investment banking operations.
Responsibilities:
- Lead the planning, coordinating, and implementing of department events.
- Provide senior-level administrative and operational support within a large, diverse team, including one or more senior executives.
- Employ systems (e.g., customized exception reports, tracking reports) to manage information.
- Integrate information from multiple sources to enable more efficient processes, enhanced analysis, and/or streamlined reporting.
- Provide input into the planning and implementation of administrative programs.
- Build effective relationships with internal and external stakeholders.
- Gather and format data into regular and ad-hoc reports and dashboards.
- Coordinate and monitor budgets and report on results versus budget.
- Provide coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
- Manage and monitor calendars and upcoming events.
- Dispatch meeting invitations, book meeting rooms, and arrange for resources and other requirements in support of smooth and efficient meeting facilitation.
- Support the coordination and implementation of department events.
- Develop and maintain a filing system; ensure business and operational reports, forms, and other documentation, paper or electronic, are readily available.
- Support the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures).
- Process invoices for payment in adherence with documented processes and guidelines and vendor agreements.
- Prepare and log departmental expense claims and reports.
- Track expenses to ensure they stay within budget.
- Make travel arrangements, booking flight/hotel reservations as needed.
- Liaise with internal business units and external vendors and participate in the local coordination and implementation of premises and building-related matters, including incoming/outgoing staff and contractors, relocations, office planning, and new furniture requirements, while ensuring minimal interruptions to business operations.
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Maintain and track overtime, on-call claims, staff vacations, and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
- Coordinate training requirements for staff (research, booking, cancellations, confirmations, etc.).
- Think creatively and propose new solutions.
- Exercise judgment to identify, diagnose, and solve problems within given rules.
- Broader work or accountabilities may be assigned as needed.
Desired Skill-Set:
- 5-7 years of experience in an administrative/professional support function, demonstrating progressive responsibility.
- Post-secondary degree in a related field of study.
- In-depth verbal and written communication skills.
- In-depth collaboration and team skills.
- In-depth analytical and problem-solving skills.
- In-depth attention to detail and organizational skills.
BeachHead is an equal-opportunity agency and employer. We advocate for you and welcome anyone regardless of race, color, religion, national origin, sex, physical or mental disability, or age.
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