Job Description
Integrity, knowledge, imagination, skill, diversity and teamwork, do you hold them all? Do you have ideas and ideals? Are you a great advisor and a coordinator? Are you a versatile self-starter who can adapt quickly to new environments? Then, Apply Now!Working with one of the top financial clients this role calls for a Bilingual Senior Service Representative who will be responsible for performing a variety of administrative and clerical tasks, financial and human resources administration and providing professional support to their manager and their direct reports. This candidate will provide general office services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in the implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.Responsibilities:Supports the execution of strategic initiatives; including tracking metrics and milestonesBuilds effective relationships with internal/external stakeholdersAnalyzes data and information to provide insights and recommendationsLeads the planning, coordinating, and implementing department eventsProvides specialized and professional support to an executive and their senior managers within a large and diverse department or business groupCoordinates and monitors budgets and reporting on results vs. budgetProvides coaching and mentoring to more junior administrative assistants to support them in developing the capability to carry out current job accountabilitiesManages and monitors calendars and upcoming eventsDispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitationSupports the coordination and implementation of department eventsDevelops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily availableSupports the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures)Dispatches outgoing communicationsAnswers central phone line, responding to and resolving/escalating inquiriesProcesses invoices for payment in adherence with documented processes and guidelines and vendor agreementsPrepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budgetMakes travel arrangements, booking flight/hotel reservations as neededLiaises 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 operationsMaintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of suppliesMaintains 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 availabilityCoordinates training requirements for staff (research, booking, cancellations, confirmations, etc.)Collaborates with internal and external stakeholders to deliver on business objectivesOrganizes work information to ensure accuracy and completenessCompletes complex & diverse tasks within given rules/limits and may include handling escalations from other employeesAnalyzes issues and determines next stepsBroader work or accountabilities may be assigned as neededDesired Skill Set:3-5 years of experience in an administrative/professional support function3+ years of experience in customer service and/or 5+ years of experience in an administrative roleExperience with SalesforceProficient in MS Suite (Outlook, Excel, etc.)Bilingual (fluent in French and English – both written and verbal)Nice To Have:Former banking / FI experienceConcur experienceBeachHead is an equal opportunity agency and employer. We advocate for you and welcome anyone regardless of race, color, religion, national origin, sex, physical or mental disability, or age.Privacy Policy