Adjoint(e) Administrative

<h3>Accountabilities:</h3><li>
<strong>Provide executive administrative support:</strong>Assist the regional vice president with daily operations, correspondence, scheduling, and administrative priorities to maximize leadership effectiveness and support business objectives.</li><li>
<strong>Manage calendars and travel arrangements:</strong>Coordinate appointments, meetings, conferences, and business travel, ensuring schedules are organized efficiently and all necessary arrangements are in place.</li><li>
<strong>Coordinate meetings and events:</strong>Prepare agendas, organize virtual meetings through Webex, coordinate presentations and speakers, record meeting minutes, and follow up on action items and next steps.</li><li>
<strong>Oversee office operations:</strong>Manage the day-to-day administrative activities of the regional office, maintain accurate records, coordinate supplies and equipment, and help ensure efficient operations.</li><li>
<strong>Support financial administration:</strong>Prepare and review expense reimbursement requests and invoices, reconcile monthly travel and other expenses, and monitor costs related to supplies, telecommunications, equipment, and facilities.</li><li>
<strong>Manage communications:</strong>Handle incoming emails, telephone messages, and general inquiries, directing communications to the appropriate contacts and prioritizing matters requiring leadership attention.</li><li>
<strong>Represent the organization professionally:</strong>Welcome clients and business partners, respond to general inquiries, and help maintain a positive, professional experience for all stakeholders.</li><li>
<strong>Prepare business documents:</strong>Create and maintain correspondence, reports, presentations, spreadsheets, forms, databases, and other materials required for meetings, conferences, and administrative reporting.</li><li>
<strong>Coordinate regional activities:</strong>Organize off-site meetings, communication sessions, informal discussions, and other events that support team engagement and business priorities.</li><li>
<strong>Conduct research and resolve requests:</strong>Gather information, respond to routine questions, anticipate administrative needs, and ensure that daily priorities are handled accurately and efficiently.</li><li>
<strong>Support business performance:</strong>Contribute to regional productivity and business growth by helping leadership focus on client relationships, new client acquisition, and high-quality service delivery.</li><li>
<strong>Maintain service standards:</strong>Uphold professional standards of confidentiality, accuracy, responsiveness, and client service in all administrative activities.</li><h2>Requirements:</h2><li>
<strong>Relevant experience:</strong>At least three years of relevant administrative or executive support experience, ideally in a professional, financial services, or corporate environment.</li><li>
<strong>Technical proficiency:</strong>Strong command of Microsoft Office applications, particularly Outlook, Word, PowerPoint, and Excel, with the ability to prepare professional documents, presentations, spreadsheets, and reports.</li><li>
<strong>Bilingual communication:</strong>Fluency in both French and English is required to support and serve French-speaking and English-speaking clients and stakeholders effectively.</li><li>
<strong>Written communication:</strong>Excellent written communication skills, including the ability to draft clear correspondence, prepare meeting materials, and maintain accurate documentation.</li><li>
<strong>Organizational skills:</strong>Strong planning and coordination abilities, with excellent attention to detail and the capacity to manage multiple administrative responsibilities simultaneously.</li><li>
<strong>Prioritization and time management:</strong>The ability to assess competing demands, establish priorities, meet deadlines, and adapt to changing schedules in a fast-paced environment.</li><li>
<strong>Initiative and autonomy:</strong>A proactive approach to problem-solving, with the ability to anticipate leadership needs, work independently, and take ownership of assigned responsibilities.</li><li>
<strong>Professionalism and discretion:</strong>A high level of integrity, reliability, accuracy, and confidentiality when handling sensitive information, financial records, and executive communications.</li><li>
<strong>Teamwork and collaboration:</strong>Strong interpersonal skills and the ability to work effectively with colleagues, leadership, clients, and external partners.</li><li>
<strong>Critical thinking:</strong>Sound judgment and practical problem-solving skills, with the ability to research information, respond to routine requests, and identify opportunities to improve administrative processes.</li><li>
<strong>Flexibility:</strong>Willingness to travel occasionally within the region to attend meetings and fulfill business requirements.</li><h2>Benefits:</h2><li>
<strong>Competitive compensation:</strong>A comprehensive total rewards package designed to recognize employee contributions and support professional success.</li><li>
<strong>Performance incentives:</strong>Eligibility for bonuses and other incentive-based compensation, where applicable.</li><li>
<strong>Flexible benefits:</strong>A selection of employee benefits designed to accommodate individual needs and circumstances.</li><li>
<strong>Remote-first working arrangement:</strong>Approximately 90% remote work from home and 10% at the local branch, providing significant flexibility while maintaining opportunities for in-person collaboration.</li><li>
<strong>Professional development:</strong>Ongoing learning opportunities, leadership support, coaching, and guidance to encourage career growth.</li><li>
<strong>Collaborative work environment:</strong>The opportunity to join a dynamic, high-performing team that values cooperation, continuous improvement, and shared success.</li><li>
<strong>Meaningful contribution:</strong>The ability to support client success, strengthen business relationships, and contribute to the prosperity of local communities.</li><li>
<strong>Career growth opportunities:</strong>Exposure to senior leadership, regional business operations, and a broad range of administrative and organizational responsibilities.</li><li>
<strong>Inclusive workplace:</strong>A commitment to respect, diversity, belonging, and equal opportunities for professional development and advancement.</li><li>
<strong>Stable professional environment:</strong>The opportunity to build your career within an established financial services organization with a strong reputation and a focus on long-term success.</li>