Administrative Assistant I

About the Role and Employer

Our client is a leading financial institution with a strong presence across North America, operating in multiple sectors such as institutional and corporate banking, wealth management, private client services, commercial banking, treasury, and retail banking.

Position Overview

We are seeking a competent Administrative Assistant I to provide vital administrative support within a hybrid work environment in Toronto, Ontario. This contract position spans 12 months with possibilities for extension or conversion.

Key Duties and Responsibilities

• Deliver exceptional administrative assistance to ensure all customer interactions are handled with professionalism and high-quality service.
• Effectively manage multiple tasks simultaneously while adhering to deadlines.
• Ensure meticulous attention to detail and accuracy when preparing required documents such as reports, presentations, invoices, correspondence, tables, charts, and filing.
• Coordinate and schedule meetings including organizing venue bookings, pre-meeting communications, equipment, and refreshments as necessary.
• Maintain strong proficiency with required software applications such as MS Office Suite (Word, PowerPoint, Excel), Lotus Notes, and other department-specific systems.
• Promptly respond to or redirect all incoming inquiries or requests for information independently.
• Maintain the highest levels of customer service and professionalism at all times.
• Collect and organize data, conduct research, manage mail distribution, process expense reports, arrange meetings, calendar management, file maintenance, and additional administrative tasks as needed.
• Exercise discretion when handling confidential information and correspondence; escalate issues appropriately.
• Prioritize and manage workload efficiently to ensure quality output and meet deadlines, adapting flexibly to changing priorities.
• Easily operate software tools and equipment to provide documents and information that support team needs effectively.
• Exhibit strong communication skills to address expectations and concerns both verbally and in writing.
• Demonstrate initiative by proposing improvements to job functions and resolving issues independently.

Required Experience and Qualifications

• Completion of a college diploma.
• Between zero to two years of experience in administrative support roles.
• Excellent verbal and written communication abilities.
• Exceptional organizational skills with strong attention to detail.
• Advanced capability in Microsoft Office programs including Excel, PowerPoint, Outlook, and Teams.
• Capable of working independently with a proactive approach.
• Strong initiative and a willingness to take responsibility and ownership of tasks.

Additional Information

• This is a contract role for 12 months located in Toronto with a hybrid work arrangement.
• Workdays are Monday through Friday during regular business hours (either 8:00 AM to 4:30 PM or 9:00 AM to 5:00 PM).
• The pay rate is $20.21 per hour.
• Background checks including criminal and credit verifications are mandatory before onboarding, tailored to position requirements.
• The recruitment process includes automated AI screening tools alongside manual review by the recruitment team.
• This employer is committed to diverse and inclusive hiring practices and encourages applications from all qualified individuals irrespective of race, color, religion, gender, sexual orientation, national origin, disability, veteran status, or other legally protected classifications.