Title: Executive Assistant II
Duration: 1 year (Possibility of extension/conversion into FTE)
Schedule: Monday to Friday- Core business hours
Location: Toronto, ON M5K 1E6 (Hybrid)
 
Responsibilities:

• Manage and maintain calendars, coordinate meetings, conferences, and travel arrangements for the Executive.
• 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, townhalls, 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 Schedule and up-to-date records for the executive and their direct reports within Workday.
• Validate expense reports prior to approval, as required.
• 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.
• Support in activities to drive deeper employee engagement (i.e., team social events, coffee chat sessions, focus groups, and other connections with EVP opportunities).

 
Must-Have Hard Skills:

• EA experience.
• MS Office
• Project coordinator/mgmt skills

 
Soft skills:

• Strong communication skills

 
Nice-To-Have

• Bank – strong.
• Working at other FIs is strongly preferred

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 24.93/daily.