Administrative Assistant

Job Description:

At Bank of America, we are guided by a common purpose to help make financial lives better through the power of every connection. We do this by driving Responsible Growth and delivering for our clients, teammates, communities and shareholders every day.

Being a Great Place to Work is core to how we drive Responsible Growth. This includes our commitment to being an inclusive workplace, attracting and developing exceptional talent, supporting our teammates’ physical, emotional, and financial wellness, recognizing and rewarding performance, and how we make an impact in the communities we serve.

Bank of America is committed to an in-office culture with specific requirements for office-based attendance and which allows for an appropriate level of flexibility for our teammates and businesses based on role-specific considerations.

At Bank of America, you can build a successful career with opportunities to learn, grow, and make an impact. Join us!

Job Description

The Investment Banking group is currently seeking an experienced Administrative Assistant to join our Toronto team. The ideal candidate will have strong critical thinking skills, a proactive nature, exceptional independent judgment and keen attention to detail. 

This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different conflicting objectives, projects, or activities in a responsive and personable manner.

Responsibilities

• Provide administrative support in a complex team environment to both senior and junior bankers

• Diary management, including organizing internal/external meetings

• Handling sensitive and confidential material and information

• Establish professional and effective communication at all levels with internal stakeholders and assistants both in your area and across departments

• Cultivating relationships with external clients and their assistants, developing knowledge of bankers’ clients, transactions and specific individuals where possible

• Manage professional response to telephone calls, taking ownership of queries

• Management of email system, prioritizing and responding where appropriate

• Maintains complex and extremely detailed calendars and prioritizes meeting requests and related logistics

• Arranging complex domestic and international travel in high volumes – booking in advance where possible to ensure cost effectiveness and ensuring appropriate visas have been obtained

• Arranging conference calls and video conferences internally and externally

• Prepare and submit T&Es for reimbursement for your team, ensuring that requisite documents and approvals are in order to ensure seamless processing

• Maintain an organized filing system to ensure all records (i.e., receipts, travel documents, etc.) are easily accessible

• Coordinate requests: business cards, cell phones, credit cards, computer hardware and systems access etc.

• Responsible for participation in general administrative duties (copying, filing, faxing, archiving), ad-hoc projects, committees and/or group events

• Perform back-up functions for other Assistants during vacation or other absences to ensure that administrative support is provided on an ongoing basis

• Orders supplies and keeps inventory well-stocked

• Other duties as assigned

Qualifications

• Minimum of 5 years’ administrative experience with a preference for prior experience with a financial institution supporting teams

• Strong professional communication skills, both verbal and written

• Excellent time management, organization, and multi-tasking skills

• Exceptional problem-solving and organizational skills

• Advanced computing knowledge: Outlook, Word, PowerPoint and Excel

• Team player with exemplary work ethic that thrives in a fast-paced environment

• Strong attention to detail, ability to work effectively under pressure and time constraints

• Ability to work well in a team as well as independently

• Ability to effectively screen calls, correspond and greet visitors in a professional manner

• Ability to work in a fast paced, ever-changing environment and to effectively handle multiple priorities with a calm, professional and willing attitude

What Bank of America Offers

Bank of America embodies a culture that extends from how we think, to how we behave, and to how we measure performance. By achieving excellence - in everything we do, every time we do it - we deliver the full value of Bank of America for our clients, our shareholders and our employees.

Bank of America places a high value on talent and on maintaining a culture defined by meritocracy. For these reasons, it is deeply committed to professional development, opportunity and accountability at all levels of the organization.

Bank of America is an Equal Opportunity Employer

Bank of America encourages applications from all qualified individuals. Applicants with disabilities may notify us of any accommodations needed to support your participation in the recruitment process. We wish to thank all applicants for their interest and effort in applying. Please be aware that only candidates selected for interviews will be contacted for this position.

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