Friday Professional Group


Senior Executive Assistant - Finance/Investment Banking

Location: Calgary, AB, Canada

Job type: Full-time

Our client is looking for a Senior Executive Assistant who can provide confidential administrative support to Senior Managing Directors.

RESPONSIBILITIES:

Executive Support:

  • Organize the activities of the Executives and provide administrative support using independent judgment, discretion and diplomacy;
  •  Screen requests, manage and administer several Mailboxes and calendars;
  • Identify issues to determine priorities for the managing director and his team;
  • Manage the Executive’s calendar of scheduled appointments, or upcoming events and matters requiring immediate attention; identifying potential problems and shifting priorities in order to adjust their schedule;
  • Coordinate meetings including making all travel arrangements and monitor them to ensure maximum efficiency and accuracy. Schedule and follow up on reservations and itineraries, ensuring times and locations are verified;
  • Assist with procuring Travel Visas through preferred third-party service as required;
  • Brief the Executives before appointments or meetings with appropriate background information, as required;
  • Act as a communication channel to facilitate timely and effective communications with internal and external clients;
  • Respond to client and team related inquiries regarding meetings, conference calls, events and or travel;
  • Escalate issues for resolution as appropriate.

General Administrative Support:

  • Answer and screens telephone calls on a multi-line system and arrange conference calls as required;
  • Compile receipts and prepare extensive expense reports utilizing Excel for approval and payment, ensuring proper client coding. Follow up with Financial Reporting regarding outstanding items;
  • Organize and maintain M&A engagement letter file system, as well as client files correspondence and other records;
  • Prepare outgoing mail and correspondence, including courier packages, e-mail and faxes;
  • Coordinates and arranges meetings, prepares required materials, reserves and prepares facilities (i.e. requesting technical, audio-visual support, catering, etc.);
  • Assists with pitch book binding as required, using in-house binding system;
  • Maintain client-related databases (using both Excel and Salesforce);
  • Help establish sound business relationships by providing courteous and efficient assistance to internal and external clients.

REQUIREMENTS

  • Post-Secondary education in a related field is preferred;
  •  Minimum 10 years in an administrative role that required significant multi-tasking in a fast-paced environment. A secretarial or administrative course would be an asset;
  •  +2 years’ experience in the Investment industry or general knowledge of the financial services industry is an asset;
  •  Ability to plan and coordinate international travel arrangement (process Travel visa documents etc)
  •  Extremely detail oriented and very well organized; able to manage time and multi-task to accomplish a wide variety of tasks, and conflicting priorities;
  •  Strong technical skills and knowledge of MS Office 2010 including Word, Excel, PowerPoint;
  • Excellent time management skills to handle sensitive materials and the pressure of last minute deadlines;
  • High tolerance for, and adaptable to change;
  • Ability to work overtime as required, often with short notice.

Successful candidates must undergo a background check and criminal record check.

Compensation: Commensurate with experience.

All interested candidates are encouraged to forward their resume in Word format to: friday@friday.ca.

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Contact


#250, 736 - 6th Avenue SW
Calgary, Alberta   T2P 3T7
Ph: (403) 233-0499

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