Our client, a leader in the banking industry is seeking a Senior Administrative Assistant to join their team on a permanent basis. This is an in-office role, with some flexibility to work from home a few days a month. The Senior Administrative Assistant will become a pivotal part of a dynamic team within the bank and have a diverse set of responsibilities. If you have experience working in financial services supporting director level staff, this could be the perfect opportunity for you!

Responsibilities:

• Assist Business Promotion on defined functions, as necessary, which includes, but is not limited to, assisting on day-to-day operations of the department and the overall general administration of the Banking Americas – Canada’s business.
• Coordinate travels (international and domestic).
• Coordinate internal/external meetings for the department using WebEx, Microsoft Teams and Zoom.
• Prepare and maintain expense and entertainment reporting for multiple team members.

• Responsible for the management of the OneBanker database.
• Weekly and monthly reporting to Head Office and New York, as required.
• Assist account officers/relationship managers with the management of the Bank’s business accounts and related credit facilities.

• Assist in the preparation of marketing materials.
• Prepare and manage all local client events as well as assisting in brand development

• Prepare monthly and quarterly compliance related reporting.
• As Business rep, manage Canada Risk and Controls related reporting.

Qualifications:

• 5 years of overall administrative experience.
• Experience supporting executives in financial services.
• Complex calendar management, expense reporting and travel arrangement experience is required.
• Advanced level understanding of MS Office, specifically Outlook.
• Experience scheduling with Webex, Zoom and MS Teams.
• Must have been responsible for financial reporting.
• Adaptable, professional with excellent written and verbal communication.

Our client, a leader in financial services is seeking an File Purge Clerk to join their team for a 1-month contract with the potential to extend. This position is onsite in their downtown Toronto office. The right person for this opportunity will have previous experience as a file clerk in a corporate setting and will have excellent attention to detail. If you are looking for opportunity with an amazing organization, this could be the perfect opportunity for you!

Responsibilities

• Responsible for file purge and assisting with inactive files and records
• Shipping documents to Iron Mountain
• Preparing and sending files to be uploaded into Digital Library
• Ensure that all files and documents are easily accessible to all required users
• Ensure that all file rooms are well organized and function as designed
• Provide file maintenance, access, distribution, retrieval, retention, storage, disposal, and cross reference systems
• Input records management data to database as needed
• Assemble records boxes, shelve records, sort, and categorize files, file, and re-file records
• Satisfy requests for records (including research of records; photocopy material; prepare correspondence; re-file; etc.)
• Catalogue archival and historical documents
• Stock, load, unload and deliver records and/or records supplies
• Perform other related duties as assigned

Qualifications

• Previous experience working in a fast paced clerical/administrative environment
• Quick learner with excellent verbal and written communication skills and attention to details
• Able to work independently and manage their time
• Document information accurately and familiarity with MS Office and data entry software
• Able to lift 40lbs

Our client, an international concierge company, is seeking a Part-Time Personal Assistant on an ongoing basis for 10 hours a week. Training will be onsite in their Oakville office, with remote work to follow. In this position you will be responsible for workflow planning and firm-wide coordination. The ideal candidate will have great people and project management experience, strong organization skills, will enjoy leveraging technology to create efficient and effective processes and is eager to grow within an expanding business.

Responsibilities:

• Oversee and direct the company’s internal resources to ensure efficient and effective operations.
• Manage and support internal committees in contributing to company operations and growth.
• Collaborate with Partners/Directors/Clients on project proposals to determine budgets, timelines, and requirements.
• Support research and development initiatives to continue growing the company.
• Provide management and support in the recruiting of new clients.
• Oversee and manage workflow.
• Manage an active ‘project board’ including timelines, and billing status.
• Create project plans, schedules, and launch materials and set up meetings.
• Analyze project performance and recovery – Report on KPI’s and summarize areas for improvement.
• Communicate and report on project status and resource capacity.
• Format information for internal and external communication – memos, emails, presentations, reports.
• Create templates and archives for report deliverables, references, etc.
• Act as a partner to the founder in completing daily tasks and assisting the smooth execution of projects.
• Client invoice management, ensure invoices are prepared in an accurate and timely manner.
• Travel:
  • Coordinate international and domestic travel.
  • Monitor on-going travel planning and inprogress trips.
  • Be prepared at short notice to support additional requirements/changes to travel plans.
  • Monitor each leg of the journey and confirm that all arrangements are executed flawlessly or adjusted as necessary.
  • Organize personal/professional itineraries and make reservations in advance.

Qualifications:

• At least 5 years of relevant work experience.
• High functioning and organized professional with some management experience.
• Excellent communication skills.
• Flexible work hours to support in the EST time zone (including weekends at times).
• Tech and Social Media Savvy.
• Manage administrative personal matters
• Proven problem-solving skillset with the ability to manage multiple projects simultaneously.
• Strong interpersonal and leadership skills.
• Time-management skills and experience working in a fast-paced environment.
• Proficiency in Microsoft Office tools: Word, Excel, PowerPoint, Outlook.
• Proficiency in project management tools is considered an asset.
• Proficient in Zoom, G-drive, writing emails in Gmail, Apple Calendar, and Dropbox, conducting Amazon orders, Uber, and other software interactions as required.
• Calm demeanor combined with the ability to cope with ambiguity and manage short-notice change with minimal direction is expected.
• Drive to achieve results and continuously strive to deliver the highest performance through creative thinking.
• Thrive in dynamic organizations that constantly evolve and adapt.
• Experience in mentoring or supervising other administrative professionals is an asset.
• Have flexibility to work extra hours on occasion and sometimes on short notice.
• Absolute discretion is paramount: Exercise high levels of discretion and judgment to deal with sensitive and confidential materials and matters.

Our client, a leader in the financial services industry is seeking a Bilingual Administrative Receptionist to join their team on a short term basis to provide coverage over the holidays! This is an onsite position in their Montreal office and would require coverage from December 28th to January 6th, with the potential to extend until the end of January 2023. 

Responsibilities:

• Manage and monitor the front desk: greet staff, building maintenance, vendors, and visitors

• Prepare and book meeting rooms for consultant meetings with clients.
• Maintain and update CRM (client relationship management database).
• Coordinate and provide support for client and staff events as needed (eg. mailings, greet and register upon arrival, etc.).

• Order and maintain kitchen and office supplies
• Issue and maintain card access for employees, visitors and third-party vendors
• Coordinate various ad-hoc information requests from members of the Corporate Services Department

• Address any building related issues with Corporate Services Facilities team
• Provide other administrative support to Corporate Services and Montreal team as needed
• Receive all incoming couriers and monitor courier logs
• Process and sort all incoming and outgoing Canada Post mail

Qualifications:

• Some post-secondary education and/or learning courses preferred
• Previous experience working in a similar corporate role an asset 
• Proficiency in MS Office (MS Excel. MS Word, and MS Outlook, in particular)
• Knowledge of office administrator responsibilities, systems, and procedures 
• Bilingual (English/French) in both spoken and written ability; able to communicate in a professional manner in both

Our client, a leader in the banking industry is seeking an HR Generalist to join their team for a 13-month contract. This is a hybrid role out of their downtown Toronto office. In this role, you will be responsible for performing HR-related duties on a professional level and will work closely with senior management. This position carries out responsibilities in the following functional areas including but not limited to payroll, benefits administration, compensation, employee relations, performance management, policies, procedures, recruitment, and onboarding.

Responsibilities:

• Administers the recruitment process (create job postings, schedule, and conduct interviews, create offers, conducts reference checks, prepare new hire package).
• Consults with management regarding recruitment strategies, Handles temporary staffing, Conduct new hire orientation.
• Participates with management on project task forces, Organize and lead Pension Committee and the Health & Safety Committee, Manage annual corporate company functions and Volunteer day,
• Coordinates special projects as assigned.
• Provide support to employees in various HR-related topics such as leaves and resolve any issues
• that may arise.
• Assists with processing payroll and benefits administration, Review and approve invoices for payment and GBase.
• Work closely with immigration attorney to file extensions or perm filings for work permit visa.
• Identifies and analyzes HR related problems; conducts investigations and participates appropriately to resolve issues; ensures the maintenance of adequate documentation.
• Assists in maintaining and implementation of human resource policies, procedures, and programs,
• Participates in the preparation and maintenance of the employee handbook, Assists with the coordination, preparation, and implementation of training programs.
• Handles performance reviews process, providing guidance for managers and employees,
• Participate in annual Compensation process and prepares and reviews work spreadsheets.
• Participates in departmental meetings, Coordinates activities with other departments and staff of other offices; anticipates, identifies/investigates, and resolves complex problems; responds promptly to inquiries from other departments regarding HR related matters.
• Maintain employee files and records, Maintains records on sick leave, vacation and other
• Absences, Complies with regulatory requirements.
• Prepare timely and accurate reports for management’s review, Maintain org chart, update and maintain annual Authorization Memos and Job Description for all positions, Approves all HR Reports.
• Handles terminations, exit interviews, organize outplacement counseling, and generate severance package.
• Perform other HR duties as required and assigned.

Qualifications:

• 6+ years of HR experience.
• 3+ years experience at the generalist level
• Bachelor's degree in Human Resources or related field or equivalent in related work experience.
• Knowledge of the basic principles and practices of human resources administration including recruitment, compensation, payroll, and benefits.

• Strong organizational skills including the ability to multi-task and manage deadlines effectively.
• Effective attention to detail and a high degree of accuracy.
• Strong leadership skills and work ethic.
• Advanced PC skills with proficiency in MS Office including MS Word, Excel, and PowerPoint.
• High level of confidentiality and accountability, ability to maintain confidential information.
• Effective oral communication - speaks clearly and persuasively in positive and negative situations; listens and gets clarifications; responds well to questions; participates in meetings.
• Strong team orientation - ability to work cooperatively across the organization to achieve shared goals. capable of working independently and in teams to accomplish the goals of the department/organization.
• Organizational Support - follows policies and procedures; completes administrative tasks correctly and on time; supports office’s goals and values

Our client is seeking an Executive Assistant to join their downtown Toronto team! The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Vice President of the region. This candidate will also serve as a liaison to the senior management teams; organizing and coordinating senior management activities between different areas of the business. The right person for this role will be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. This is a hybrid role (3 days per week in office)

Responsibilities:

• Completes a broad variety of administrative tasks including: composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel- related meetings.
• Communicates directly, and on behalf of the Vice President, with Board members and other executives, on matters related to the organizations activities within its region.
• Researches, prioritizes, and follows up on internal and external issues and concerns including those of a sensitive nature. Determines appropriate course of action, referral, or response.
• Works closely and effectively with the Vice President to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting documents, personal correspondence, and other tasks as identified.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. Creation of client presentations and related materials
• Supports other senior executives as needed
• Serves as the administrative liaison to board of directors
• Assists board members with travel arrangements, lodging, and meal planning as needed
• Analysis of issues and creation of appropriate reporting
• Manage the small HQ office in Toronto, including general office support
• Work with procurement and HQ finance to ensure compliance with corporate policies and procedures
• Maintains safe and professional work environment by following organization policies, legal regulations and highest ethical behavior.

Qualifications:

• 5+ years of experience supporting C-Level Executives
• Strong organizational skills
• Excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships employees, management and customers
• Expert written and verbal communication skills
• Proactive approach to problem-solving with strong decision-making capability

Our client, a leader in the banking industry is seeking a Bilingual Customer Service Representative to join their team. This will be a 7-month contract with the possibility of extension or becoming full-time employment. This is currently a hybrid position. In this role, you will be acting as the first point of contact for customer transaction, product and/or process inquiries through email, fax, telephone, and workflow technology. The ideal candidate is a highly motivated individual with a strong attention to detail who works well within a team.

Responsibilities:
•Inbound calls (30-70 calls daily) and outbound calls from/to Advisers and dealer back offices
•Inquiries would include but not limited to account status and product information about mutual funds, term products and insurance
•Conduct transactional calls
•Handle escalations

•Manage documentation to ensure that records are maintained in a proper manner

•Analyze data and information to provide insights and recommendations
•Adhoc tasks as required

Qualifications:

•*Bilingual oral/written French & English is a requirement for this role*

•1 -2 years of customer service experience

•Excellent verbal and written communication Skills is very important

•Must be customer service oriented with an outgoing personality

•College diploma/university degree

•Proficient in Microsoft Office programs

•Excellent work ethic and a go-getter attitude

•Someone willing to grow within the department/bank

•Detail-oriented individual with very strong phone etiquette

•Call Center experience within a large organization considered an asset

•Previous experience in banking or FI considered an asset

Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.

Position Overview

This position is responsible for the effective operation of the main mail distribution centres for head office and main locations located across Canada. This position is also responsible for accurately and efficiently managing all outgoing Advisor mail for the Canadian Division Mail Services operation. They will ensure service standards are met or exceeded. Provide the accurate distribution of Advisor mail directly to Advisors and to all Canadian Division Resource Centres across Canada. Ensure quality customer service and support to the Advisors through the business unit initiatives and production. This position must have an understanding of the Canadian Division business and distribution channels. Service levels determined by the Business Units requirements and standards drive the deadlines that must be met. The incumbent will receive, open (as applicable, sort and deliver all incoming mail, output and courier to the various business units within Canadian Division as well as prepare, sort and ship all outgoing mail and couriers. The incumbent is responsible for the final processing of all troubleshooting mail, which involves a higher level of knowledge and skill as well as processing inbound bulk mail, stats and daily workflow. The incumbent will also be responsible for training all new staff within the mailroom.

What you will bring to this role:

- Strong, multi-tasking, organizational and prioritizing skills for a high volume, deadline driven environment.

- Solid knowledge of Goldmine system/mapping database, company Access, Microsoft Office and Outlook.

- Ability to cope effectively with fluctuating volumes.

- Demonstrated ability to communicate effectively, precise communication skills both verbal and written.

- Ability to work well independently as well as on a team.

- Excellent understanding of Advisor contract provisions, practices and terminology.

- Strong analytical and problem solving skills, and a demonstrated ability to manage change.

- Accuracy and attention to detail.

- Excellent PC skills, both in speed and accuracy.

- Strong overall knowledge of business units, line areas, and their products.

- Ability to meet the physical requirements of the job. Some heavy lifting is required up to 20lbs.

We thank you for your interest in the position, however, only those who are qualified will be contacted

Inclusion and Equal Opportunity Employment

Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong.  We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors.  We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.

Our client, a leader in the banking industry is seeking a Receptionist to join their team on a temporary basis.  In this role you will be responsible for looking after the administrative duties involved with scheduling clients, appointments, and file management. The ideal candidate has great customer service skills, clear communication and thrives in a fast-paced environment.

Responsibilities:

• Greet and welcome clients upon arrival in person or on the phone; answering or referring inquires.
• Answering emails, and text messages quickly and efficiently
• Optimizes clients’ satisfaction
• Keeps client appointments on schedule by notifying departments
• Answering clients’ questions and maintaining reception area
• Maintains client file by obtaining, recording, and updating personal information.
• Distribution of incoming mail to designated mailbox or redirect to appropriate address.

Qualifications:

• Must be able to multi-task easily with comprising performance or attitude
• Provide excellent customer service
• A warm, friendly personality
• Excellent communication and problem-solving skills
• Be motivated, a positive attitude and be completely dependable

• Strong multi-tasking skills and quick learner for computer skills using a Customer Relationship Management (CRM) system

• Detail oriented, well organized, and able to manage time and multi-task to accomplish a variety of tasks, sometimes with conflicting priorities and timelines

Our client, a professional services firm in downtown Toronto is seeking an Administrative Assistant to join their team on a temporary basis. The right person for this position will be self directed, keen to take on a new challenge and happy to support a team. If this sounds like the right opportunity for you, we would love to hear from you!

What you will achieve in this role:

• Prepare, edit and proofread correspondence, forms, and other documents
• Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information
• Schedule and confirm appointments and meetings of the employer
• Answer telephone and electronic inquiries and relay telephone calls and messages
• Greet visitors and direct them to contacts or service areas
• Record and prepare minutes of meetings, seminars, and conferences
• Set up and maintain manual and computerized information filing system

What you must bring to this role:

• 2+ years of experience in in an administrative support position
• Post secondary education
• Must be outgoing, friendly, patient and professional
• Possess excellent verbal and written communication skills
• Work well with a team, individually and under pressure
• Demonstrate punctuality, maturity and reliability
• Extremely detail oriented with a strong client service focus
• Works well in a team environment as well as on your own
• Takes initiative
• Working knowledge of Microsoft Office Suite
• Easily able to learn new software
• Thrives in a fast-paced environment
• Welcomes a challenge

Only those who are qualified will be contacted