Executive Assistant

What is the opportunity?

In this role, you will provide administrative assistance/coordination for the Vice President, Finance Shared Services (FSS), in the Transformation Enterprise Operations (TEO) team within Technology & Operations (T&O)

What will you do?

• Act as the key contact for the executive that you will be supporting.
• Calendar management including prioritizing, scheduling and managing conflicts.
• 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, staff meetings, management meetings, weekly management team meetings and one-on-one's with direct reports.
• Support the overall objectives of the SMT 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 executive, as needed
• Process monthly expense reports and maintain Vacation Schedule and up-to-date records for the executive within the Vacation & Absence Management (VAM) system.
• Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met
• As required, follow up on any agenda items or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner
• 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
• Continue to adjust the way we work, supporting the overall goals of the SMT (display agility, utilize new tools and skills (virtual capabilities) and encourage and proactively identify and execute on efficiencies).
• Support the VP in overall employee engagement activities and contribute to opportunities to drive deeper engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect with VP opportunities)
• Prepare presentation materials and meeting agendas, as required. Ensure relevant information is accessible, assembled and prepared for meetings.

What do you need to succeed?

Must-have:

• 5+ years' experience of executive administration or coordinator experience, providing support to senior level management
• Ability with work in a hybrid work-from-home environment
• Strong interpersonal and diplomacy skills and 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 and deal with change and continuously shifting requirements
• Ability to work efficiently and accurately with minimal supervision
• Proficient in Microsoft Word, Power Point, Excel, Outlook
• Ability to create and edit documents, PowerPoint slide decks as per guidance provided
• Strong organizational skills including ability to organize, plan and schedule activities and strong calendar management/scheduling skills

Nice to have

• Bachelor degree
• Solid knowledge of relevant RBC policies and procedures (e.g. vacation and absence management; expense guidelines; travel policy)

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 to our communities, and achieving success that is mutual.

• A comprehensive Total Rewards Program including bonuses and flexible benefits, competitive compensation, commissions, and stock where applicable
• Leaders who support your development through coaching and managing opportunities
• Ability to make a difference and lasting impact
• Work in a dynamic, collaborative, progressive, and high-performing team
• A world-class training program in financial services
• Flexible work/life balance options
• Opportunities to do challenging work

#LI-Hybrid

#LI-POST

Job Skills

Agenda (Meeting), Communication, Data Entry, Detail-Oriented, Detail Planning, Email Services, Management Meetings, Meeting Planning, Office Administration, Organizing Meetings, Presentation Software, Spreadsheet Software, Staff Meetings, Task-Oriented, Team Meeting, Teamwork, Time Management, Town Hall Meetings, Word Processing Software

Additional Job Details

180 WELLINGTON ST W:TORONTOTORONTOCanada37.5Full timeTECHNOLOGY AND OPERATIONSRegularSalaried2025-01-23

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