The posting
This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Adjoint(e) Administrative based in Laval, Québec, Canada.
The Administrative Assistant will play a key role in supporting senior leadership and ensuring the smooth day-to-day operations of a regional business unit within the banking sector. This position combines executive administrative support, office coordination, financial administration, and stakeholder communication. You will help manage schedules, organize meetings and events, coordinate travel arrangements, and prepare essential business documents. By anticipating needs and streamlining administrative processes, you will enable leadership to focus on business growth, team performance, and exceptional client service. The role offers a predominantly remote working arrangement, with approximately 90% of work performed from home and 10% at the local branch. This is an excellent opportunity for an organized, proactive, and bilingual professional seeking to contribute to a collaborative, high-performing team.
Accountabilities:
- Provide executive administrative support: Assist the regional vice president with daily operations, correspondence, scheduling, and administrative priorities to maximize leadership effectiveness and support business objectives.
- Manage calendars and travel arrangements: Coordinate appointments, meetings, conferences, and business travel, ensuring schedules are organized efficiently and all necessary arrangements are in place.
- Coordinate meetings and events: Prepare agendas, organize virtual meetings through Webex, coordinate presentations and speakers, record meeting minutes, and follow up on action items and next steps.
- Oversee office operations: Manage the day-to-day administrative activities of the regional office, maintain accurate records, coordinate supplies and equipment, and help ensure efficient operations.
- Support financial administration: Prepare and review expense reimbursement requests and invoices, reconcile monthly travel and other expenses, and monitor costs related to supplies, telecommunications, equipment, and facilities.
- Manage communications: Handle incoming emails, telephone messages, and general inquiries, directing communications to the appropriate contacts and prioritizing matters requiring leadership attention.
- Represent the organization professionally: Welcome clients and business partners, respond to general inquiries, and help maintain a positive, professional experience for all stakeholders.
- Prepare business documents: Create and maintain correspondence, reports, presentations, spreadsheets, forms, databases, and other materials required for meetings, conferences, and administrative reporting.
- Coordinate regional activities: Organize off-site meetings, communication sessions, informal discussions, and other events that support team engagement and business priorities.
- Conduct research and resolve requests: Gather information, respond to routine questions, anticipate administrative needs, and ensure that daily priorities are handled accurately and efficiently.
- Support business performance: Contribute to regional productivity and business growth by helping leadership focus on client relationships, new client acquisition, and high-quality service delivery.
- Maintain service standards: Uphold professional standards of confidentiality, accuracy, responsiveness, and client service in all administrative activities.
- Relevant experience: At least three years of relevant administrative or executive support experience, ideally in a professional, financial services, or corporate environment.
- Technical proficiency: Strong command of Microsoft Office applications, particularly Outlook, Word, PowerPoint, and Excel, with the ability to prepare professional documents, presentations, spreadsheets, and reports.
- Bilingual communication: Fluency in both French and English is required to support and serve French-speaking and English-speaking clients and stakeholders effectively.
- Written communication: Excellent written communication skills, including the ability to draft clear correspondence, prepare meeting materials, and maintain accurate documentation.
- Organizational skills: Strong planning and coordination abilities, with excellent attention to detail and the capacity to manage multiple administrative responsibilities simultaneously.
- Prioritization and time management: The ability to assess competing demands, establish priorities, meet deadlines, and adapt to changing schedules in a fast-paced environment.
- Initiative and autonomy: A proactive approach to problem-solving, with the ability to anticipate leadership needs, work independently, and take ownership of assigned responsibilities.
- Professionalism and discretion: A high level of integrity, reliability, accuracy, and confidentiality when handling sensitive information, financial records, and executive communications.
- Teamwork and collaboration: Strong interpersonal skills and the ability to work effectively with colleagues, leadership, clients, and external partners.
- Critical thinking: Sound judgment and practical problem-solving skills, with the ability to research information, respond to routine requests, and identify opportunities to improve administrative processes.
- Flexibility: Willingness to travel occasionally within the region to attend meetings and fulfill business requirements.
- Competitive compensation: A comprehensive total rewards package designed to recognize employee contributions and support professional success.
- Performance incentives: Eligibility for bonuses and other incentive-based compensation, where applicable.
- Flexible benefits: A selection of employee benefits designed to accommodate individual needs and circumstances.
- Remote-first working arrangement: Approximately 90% remote work from home and 10% at the local branch, providing significant flexibility while maintaining opportunities for in-person collaboration.
- Professional development: Ongoing learning opportunities, leadership support, coaching, and guidance to encourage career growth.
- Collaborative work environment: The opportunity to join a dynamic, high-performing team that values cooperation, continuous improvement, and shared success.
- Meaningful contribution: The ability to support client success, strengthen business relationships, and contribute to the prosperity of local communities.
- Career growth opportunities: Exposure to senior leadership, regional business operations, and a broad range of administrative and organizational responsibilities.
- Inclusive workplace: A commitment to respect, diversity, belonging, and equal opportunities for professional development and advancement.
- Stable professional environment: The opportunity to build your career within an established financial services organization with a strong reputation and a focus on long-term success.
How Jobgether works:
We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top-fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team.
We appreciate your interest and wish you the best!
Why Apply Through Jobgether?
Data Privacy Notice: By submitting your application, you acknowledge that Jobgether will process your personal data to evaluate your candidacy and share relevant information with the hiring employer. This processing is based on legitimate interest and pre-contractual measures under applicable data protection laws (including GDPR). You may exercise your rights (access, rectification, erasure, objection) at any time.
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