Senior Office Experience Administrator

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 670,000 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 six million members. Together we have over $125 billion in combined assets under management and administration, with a clear mandate to drive change in Canadian banking to enrich people's lives. Our customers have named our EQ Bank digital platform (eqbank.ca) one of the top banks in Canada on the Forbes World's Best Banks list since 2021.

The Work

The Senior Office Experience Administrator is responsible for providing comprehensive administrative support across the company, ensuring smooth office operations, administering distribution services, and maintaining office and distribution-related resources. This role requires versatility, with duties ranging from vendor management and budget oversight to supporting event logistics and office supplies. The incumbent will also assist in maintaining compliance with regulatory requirements and office procedures, and act as a key point of contact for both internal and external stakeholders. They will use best business practices to manage resources, services, and processes to meet existing and future needs of the company.

The Core Responsibilities!

1. Administrative Support: Provide administrative support to all departments, including managing banking tasks, handling special projects, and coordinating office procedures. Assist in preparing financial reports, budget forecasts, and expense reports for senior management review.
2. Distribution Services: Process outbound couriers, accept deliveries, and manage cheque/mail requests, ensuring timely and accurate handling. Coordinate with mailroom staff for food, beverage, and event planning needs.
3. Vendor and Stakeholder Management: Liaise with external vendors, suppliers, and service providers to negotiate contracts, manage relationships, and ensure timely delivery of office supplies and services. Act as a point of contact for internal and external stakeholders, addressing inquiries and ensuring efficient communication.
4. Compliance and Risk Management: Ensure the office and distribution services comply with risk and regulatory requirements, including health and safety standards. Regularly update and communicate changes to office procedures to relevant stakeholders to maintain smooth operations.
5. Event and Office Support: Assist with event planning, food and beverage management, and other logistical tasks as needed. Provide backup support to the Office Experience and Distribution Services teams, ensuring continuity during staff absences.
6. Record-Keeping and Security: Monitor visitor access, maintain security awareness, and manage office expenditures. Maintain accurate records for office budgets, vendor contracts, and office procedures.

Let's Talk About You!

• Education: High school diploma or equivalent (GED); Post-secondary education or equivalent experience preferred.
• Experience: Minimum 2 years in a fast-paced administrative role with experience in both office and distribution services.
• Technical Skills: Proficiency in MS Office (Excel, Word, Outlook, Teams) and basic knowledge of accounting principles.
• Soft Skills: Strong organizational skills, attention to detail, and ability to work under pressure. Excellent interpersonal, client experience, communication, and problem-solving skills.
• Other: Ability to multitask, work independently with minimal supervision, and adapt to a rapidly changing environment.

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 and personal days
• 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

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!