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executive assistant

Job Description

Come Work with Us!

At RBC, our culture is deeply supportive and rich in opportunity and reward. You will help our clients thrive and our communities prosper, empowered by a spirit of shared purpose.

Whether you’re helping clients find new opportunities, developing new technology, or providing expert advice to internal partners, you will be doing work that matters in the world, in an environment built on teamwork, service, responsibility, diversity, and integrity.

Job Title

Job Description

WHAT IS THE OPPORTUNITY?

In this role, you will provide administrative assistance / coordination for Vice President, Corporate & Physical Security Officer in Global Cyber Security (GCS) within Technology and Operations.

WHAT WILL YOU DO?

• Act as the key contact for the executive that you will be supporting.

• Manage and maintains calendars, coordinates 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 1-on-1 with direct reports.

• As required, follow up on any agenda items 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 of 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 VP approval, as required.

• Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met

OTHER ADMINISTRATIVE DUTIES

• Work closely with the Business Operations Manager to manage day-to-day priorities and create forward looking agendas and calendars aligned to key priorities

• Coordinate with stakeholders and other Third Parties for the organization of conferences/ schedules/ itineraries, etc.

• 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

• Continue to adjust the way we work, supporting the overall goals of the senior management team (display agility, utilize new tools and skills (virtual capabilities) and encourage and proactively identify and execute on efficiencies).

• Support the VP in activities to drive deeper employee engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect with VP opportunities)

• Prepare presentation materials and meeting agendas, as required. Ensure relevant information is accessible, assembled and prepared for meetings.

WHAT DO YOU NEED TO SUCCEED?

MUST HAVE:

• 5+ years’ experience of executive administration/coordinator experience, providing support to senior level management or relevant experience

• Strong interpersonal and diplomacy skills

• Comfort in dealing with individuals across all levels of the organization

• Ability to thrive in a collaborative environment with a strong capability to prioritize activities.

• Ability to work in a fast-paced environment

• Adapt to change and navigate continuously shifting requirements

• Ability to work efficiently and accurately with minimal supervision

• Highly proficient in Microsoft Word, Power Point, Excel, Outlook

• Ability to create and edit documents, PowerPoint slide decks as per guidance provided

• Strong organizational skills including ability to organize, plan and schedule activities and strong calendar management/scheduling skills

NICE-TO-HAVE:

• Solid knowledge of relevant RBC policies and procedures (e.g. vacation and absence management; expense guidelines; travel policy)

WHAT'S IN IT FOR YOU?

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.

• Ability to make a difference and lasting impact

• Leaders who support your development through coaching and managing opportunities

• Work in a dynamic, collaborative, progressive, and high-performing team

• Opportunities to do challenging work

#LI-Hybrid

#LI-POST

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Inclusion and Equal Opportunity Employment

At RBC, we embrace diversity and inclusion for innovation and growth. We are committed to building inclusive teams and an equitable workplace for our employees to bring their true selves to work. We are taking actions to tackle issues of inequity and systemic bias to support our diverse talent, clients and communities.

We also strive to provide an accessible candidate experience for our prospective employees with different abilities. Please let us know if you need any accommodations during the recruitment process.

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