Senior Administrative Assistant Jobs

Montreal, QC, CA

Permanent fulltime

Hybrid

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

• Supports the execution of strategic initiatives; includes tracking metrics and milestones.
• Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Organizes work information to ensure accuracy and completeness.
• Builds effective relationships with internal/external stakeholders.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group.
• Liaises with internal business units and external vendors and participates 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.
• Makes travel arrangements, booking flight/hotel reservations as needed.
• Coordinates and monitors budgets and reporting on results vs. budget.
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Analyzes issues and determines next steps.
• Maintains and tracks 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.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Analyzes data and information to provide insights and recommendations.
• Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
• Leads the planning, coordinating and implementing department events.
• Broader work or accountabilities may be assigned as needed.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

Qualifications

• Organization skills - Good.
• Typically between 3-5 years of experience in an administrative/professional support function and post-secondary degree in related field of study desirable.
• Specialized knowledge.
• Collaboration & team skills - Good.
• Analytical and problem solving skills - Good.
• Verbal & written communication skills - Good.