Senior Executive Assistant

Join a Challenger

Being a traditional bank just isn’t our thing. We are big believers in innovating the banking experience because we believe Canadians deserve better options, and we challenge ourselves and our teams to creatively transform what’s possible in banking. Our team is made up of inquisitive and agile minds that find smarter ways of doing things. If you’re not afraid of taking on big challenges and redefining the future, you belong with us. You’ll get to work with people who will encourage you to reach new heights. We like to keep things fun, ask questions and learn together.

We are a big (and growing!) family. Overall we serve more than 370,000 people across Canada through Equitable Bank, Canada's Challenger Bank, and have been around for more than 50 years. Equitable Bank's wholly-owned subsidiary, Concentra Bank, supports credit unions across Canada that serve more than 5 million members. Together we have over $100 billion in combined assets under management and administration, with a clear mandate to drive change in Canadian banking to enrich people's lives. Our EQ Bank platform (eqbank.ca) has been named the top Schedule I Bank in Canada on the Forbes World's Best Banks 2023, 2022, and 2021 lists.

Purpose of Job

The Senior Executive Assistant is responsible for providing advanced administrative support to multiple Management Committee members onsite 5 days a week at 351 King St E. The primary focus of this role is to enhance the effectiveness of executives, promote proactive communication, and demonstrate leadership in driving organizational improvements. The successful candidate will be tech-savvy, possess strong communication skills, excel in multitasking, and demonstrate the ability to take ownership of tasks from start to finish. The Senior Executive Assistant will demonstrate strong business acumen and judgement and the ability to confidentially manage some of the most important relationships and information within the bank.

The Senior Executive Assistant demonstrates the highest level of integrity, confidentiality and professionalism in dealing with affairs of the company and in handling sensitive, personal and confidential matters, materials and situations.

Let's talk about the role!

• 30% - Strategic Decision-making support (Management)
• Proactively review Executive time allocation and propose opportunities to increase productivity and employee engagement.
• Review and manage Senior Executive correspondence including inbox management as appropriate.
• Prepare draft communications for Senior Management including email as appropriate.
• Complete and submit various corporate forms for approval (e.g. expense reconciliation, invoices, registrations) and handle routine items.
• Brief the Executive with background information before appointments or meetings.
• Coordinate Executive leadership Team meetings including preparation of timely, accurate agendas, taking advanced level complete minutes, action logs, bring-forward trackers and distribution of advance materials.
• 40% - Time Organization
• Proactively identify and address potential issues, shifting priorities, and conflicts in the Executives’ schedules.
• Screen and prioritize requests, visitors, phone calls, and incoming mail, demonstrating a keen sense of urgency and discernment.
• Utilize technology, such as Office365, for efficient information and calendar management.
• Plan, organize, and coordinate meetings with internal and external participants, ensuring seamless collaboration across multiple Executive calendars.
• Arrange visits to local frontline operations and coordinate business travel as needed.
• 30% - Administrative Support
• Handle logistics for executive meetings, including orchestration of catering and set-up.
• Contribute to the development of internal documents, memos, and presentations.
• Manage filing systems.
• Develop and improve administration procedures, and processes in response to the needs and working preferences of the Executive.
• Ensure appropriate management of department records and files.
• Provide information and refer visitors/callers to appropriate individuals using sound judgment and a high level of sensitivity and confidentiality.
• Coordinate internal and external meetings, including agenda preparation and information distribution.

Let's talk about you!

• Have a post-secondary education in Business Administration related program.
• 5+ years of administrative assistant experience supporting 3 or more C-level Executives in a fast-paced, growing organization.
• 2+ years of experience working in the Banking, Finance, Insurance, Tech, especially in Investment Banking or FinTech.
• Comprehensive written and interpersonal communication skills, including ability to communicate effectively with all levels of company, including Senior Executive & the Board of Directors.
• Demonstrated ability to effectively and efficiently handle multiple, simultaneous and complex projects and priorities.
• Advanced knowledge working in all the Microsoft suite of products, especially PowerPoint, Excel, Outlook and Word.
• Strong organizational and administrative skills, capable of operating independently with minimal direction.
• Ability to assess sensitivity and confidentiality, adapting procedures to the Executive's personal style.
• In-depth knowledge of the organization's business activities, structure, and executive personnel.
• Strong communication and interpersonal skills, with a diplomatic and discreet approach.
• Proactive and self-management skills, demonstrating initiative to work independently.
• Extensive technical skills.
• Decisiveness and good judgment required to operate the Executive Office effectively in their absence.

What we offer [For full-time permanent roles]

Competitive discretionary bonus.

Market leading RRSP match program.

Medical, dental, vision, life, and disability benefits.

Employee Share Purchase Plan.

Maternity/Parental top-up while you care for your little one.

Generous vacation policy, personal days and even a moving day.

Virtual events to connect with your fellow colleagues.

Annual professional development allowance and a comprehensive Career Development program.

A fulfilling opportunity to join one of the top FinTechs and help create a new kind of banking experience.

The incumbent will be working hybrid and in office time will be spent working from Equitable Bank’s additional office space located at 351 King Street East, Toronto, ON.

Equitable Bank is deeply committed to inclusion. Our organization is stronger and our employees thrive when we honour and celebrate everyone’s diverse experiences and perspectives. In tandem with that commitment, we support and encourage our staff to grow not just in their career path, but personally as well.

We commit to providing a barrier-free recruitment process and work environment for all applicants. Please let us know of any accommodations needed so that you can bring your best self to the application process and beyond. All candidates considered for hire must successfully pass a criminal background check and credit check to qualify for hire. While we appreciate your interest in applying, an Equitable recruiter will only contact leading candidates whose skills and qualifications closely match the requirements of the position.

We can’t wait to get to know you!