Executive Assistant - Rbcx

In this role, you will provide administrative assistance and organizational coordination to a Vice President, within RBCx.

What will you do?

• Act as the key contact for the executive that you will be supporting.

• Manage and maintain calendars, and coordinates meetings, conferences, and travel arrangements for the Executive.

• Responsible for monitoring an inbox to help manage meeting proposals, and 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, town halls, staff meetings, management meetings, bi-weekly management team meetings, and one-on-ones 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 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 Schedules and up-to-date records for the executive and their direct reports within Workday.

• Validate expense reports before EVP approval, as required. Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met

• Work closely with other executive assistants in the organization to effectively plan meetings, and events and manage calendar series. Provide administrative backup to other executive assistants during vacation and other absences

• Continue to adjust the way we work, supporting the overall goals of the senior management team (display agility, utilize new tools and skills (virtual capabilities), and encourage and proactively identify and execute efficiencies).

• Facilitate and support operational aspects, such as; asset and inventory management, onboarding support for new hires, and transfers

• Support the ESVP in activities to drive deeper employee engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect with EVP opportunities)

What do you need to succeed?
Must-have:

• 3+ years' experience in executive administration/chief of staff experience, providing support to senior-level management or relevant experience

• Bachelor's Degree

• Strong interpersonal and diplomacy skills. Comfort in dealing with individuals across all levels of the organization

• Ability to thrive in a collaborative environment with a strong capability to prioritize activities.

• Ability to work in a fast-paced environment. Adapt to change and navigate continuously shifting requirements

• Ability to work efficiently and accurately with minimal supervision

• Highly proficient in Microsoft Word, PowerPoint, Excel, and Outlook. Ability to create and edit documents, and PowerPoint slide decks as per guidance provided

• Strong organizational skills including the ability to organize, plan, and schedule activities and strong calendar management/scheduling skills

Nice-to-have:

• Experience working in a startup environment

What's in it for you?

We thrive on the challenge to be our best, progressive thinking to keep growing and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference in our communities, and achieving mutual success.

• Ability to make a difference and lasting impact

• Leaders who support your development through coaching and managing opportunities

• Work in a dynamic, collaborative, progressive, and high-performing team

• Opportunities to do challenging work

#RBCx

Job Skills

Additional Job Details

Note: Applications will be accepted until 11:59 PM on the day prior to the application deadline date above