Administrative Assistant II

About the Opportunity

Our client is a leading financial institution with extensive operations across North America, covering various sectors such as institutional and corporate banking, wealth management, private clients, commercial banking, treasury, and retail banking.

This role is for an Administrative Assistant II position on a 12-month contract with the possibility of extension or conversion to a permanent role. The job is located in Toronto, ON with a hybrid work arrangement. Typical business hours are Monday through Friday, either 8:00 AM to 4:30 PM or 9:00 AM to 5:00 PM. The hourly pay rate is $23.30.

Key Responsibilities

• Deliver high-quality administrative support while maintaining professionalism in all customer interactions.
• Effectively juggle multiple tasks and ensure deadlines are consistently met.
• Maintain accuracy and thoroughness in preparing and completing support documents such as reports, presentations, invoices, correspondences, charts, and files.
• Coordinate and arrange meetings including venue booking, equipment setup, refreshments, and pre-meeting communications.
• Stay proficient with software applications like Microsoft Office suite (Word, Excel, PowerPoint), Lotus Notes, and department specific systems.
• Manage incoming inquiries independently, responding or directing them to the appropriate department as needed.
• Provide excellent customer service and uphold a professional demeanor at all times.
• Organize and maintain records, manage calendars, process expense reports, handle mail, and execute other routine administrative functions.
• Handle confidential correspondence and information discreetly and professionally.
• Escalate issues appropriately and manage personal workflow to meet quality standards and deadlines.
• Utilize software tools effectively to support team requirements and streamline document/information management.
• Communicate clearly and efficiently, managing expectations and resolving concerns proactively.
• Demonstrate initiative by proposing improvements, researching issues, and taking ownership of assigned tasks.

Required Qualifications and Experience

• Completion of a college diploma.
• Between 2 to 4 years of experience providing administrative support.
• Strong verbal and written communication capabilities.
• Exceptional organizational skills and attention to detail.
• Advanced expertise in Microsoft Office applications including Excel, PowerPoint, Outlook, and Teams.
• Ability to work independently and take initiative.
• A proactive mindset with the ability to foresee and meet team needs.

Additional Information

• This position requires a background screening prior to onboarding, which may include criminal, credit, or other checks depending on client prerequisites.
• Our client and recruitment team use AI-assisted technology alongside manual review to carefully assess applications.
• Equal opportunity commitment: The employer embraces diversity and inclusivity and welcomes applicants of all backgrounds without discrimination based on legally protected characteristics.