1379 Jobs Found
ScotiaMcLeod Administrative Associate Full-time Job
Administrative Jobs TorontoJob Details
As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business.
IS THIS ROLE RIGHT FOR YOU
In the role you will:
- Ensure effective client administration by managing all administrative processes and escalations requiring investigation
- Consistently demonstrate high levels of client service by:
- supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
- responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
- Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
- Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts
- Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience
DO YOU HAVE THE SKILLS
We would love to work with you if you have:
- Experience in the securities industry
- Already duly registered as an Investment Representative (IR) with CIRO is a requirement
- Excellent verbal and written communication
- Strong organizational skills
- Ability to take initiative, work independently and meet deadlines
- Meticulous attention to detail and excellent time management skills
- Exceptional client service skills
WHAT’S IN IT FOR YOU
- At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
- The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers.
- An organization committed to making a difference in our communities– for you and our clients.
- An inclusive working environment that encourages creativity, curiosity and celebrates success.
- Learning and Development – free access to Scotia Academy to upskill and develop your skills.
#LI-Onsite #LI-HA1
#SWM
ScotiaMcLeod Administrative Associate
Scotiabank
TorontoAdministrative Jobs Full-time
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Administrator, Hub Allowance Full-time Job
Canadian Natural Resources Limited
Administrative Jobs CalgaryJob Details
Are you a highly motivated, system savvy professional with strong process, organizational and critical-thinking skills? Do you have a keen desire to learn and contribute to a high performing, fast-paced growing team, where initiative and being a team player is highly valued? As a HUB Allowance Administrator with Canadian Natural, you will make a significant contribution by bringing your experience and enthusiasm to administering the HUB Allowance program for employees. You will demonstrate your ability to adapt to the processes and functionality of Canadian Natural HR systems, allowing you to grow and gain exposure to a diverse spectrum of areas. By applying your strong organizational skills and attention to detail, you will excel at service delivery while interfacing with clients and employees.
- Job location: Calgary, Alberta
- Shift schedule: 5 days on, 2 days off (Monday to Friday)
- Safety sensitive position: No
- Application deadline: July 9, 2025
Please note, this is full-time, 12-month temporary position.
Key Accountabilities:
- Administer HUB Allowance program under direction of the Human Resources department (payroll area)
- Comprehensive oversight, auditing and administrative support to ensure the program remains complaint with CRA regulated auditing guidelines
- Manage HUB applications including enrollment, removal, reconciliation and investigation of enrollment discrepancies
- Timely and professional response to employee inquiries regarding the HUB Allowance program
What you Bring to the Role:
- 2+ years of related experience with High School Diploma or GED
- Strong communicator with a demonstrated ability to maintain confidentiality
- Customer service mindset
- Proficient in Microsoft Office, in particular Excel
- Proven ability to identify, troubleshoot and resolve issues and prioritize work to meet tight deadlines
What We Offer:
- Competitive salary
- Paid time off during Christmas week and summer Fridays
- Multiple volunteer opportunities within the community
- Extensive career development opportunities
- Access to multiple learning platforms
Administrator, Hub Allowance
Canadian Natural Resources Limited
CalgaryAdministrative Jobs Full-time
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Transborder Coordinator Full-time Job
Administrative Jobs WinnipegJob Details
Schedule: 8am – 5pm
This role will require up to 50% travel.
As a Transborder Coordinator your responsibility will be to provide service to our business through following our established Transborder policies, procedures, programs and best practices. A motivated, Administrative professional with an emphasis on being customer, solution and process improvement focused. This role is accountable for the Transborder administration work within the gateway terminal.
Your successful administration will produce the efficient and timely processing of shipments for border crossing to the USA, and prompt and proper handling of northbound trailers and paperwork from the USA, as well as all bond shipments and for developing and distributing operational reports to be used for analyzing operational improvements and error resolution. The processing will happen within the corporate goals of safety, service and cost control.
How You’ll Help:
- Assist terminals in their day to day Transborder operations in matters that require higher levels of Transborder knowledge and expertise.
- Develop and distribute Transborder reports, as directed, in an efficient and timely manner
- Act as a key resource in the development and implementation of Transborder processes both nationally and at the terminal level
- Act as a key resource for other departments in Day & Ross in matters relating to Transborder operations
- Daily interactions with partner R & L
- Assist the National Transborder Manager with the "behind the scenes" investigation of problem shipments and/or sets up special handling requirements for unusual shipments
- Act as the "go to" person for general inquiries on Customs issues or R&L processes as they relate to Transborder
- May perform other duties and/or responsibilities as required related to the Administration team
- Other related duties as may be required.
Your Skills & Experience:
- Minimum of secondary education, with preference of post-secondary education (general stream), or a combination of education and experience.
- Experience and knowledge of transborder processes and regulatory affairs
- Experience in transportation and trucking industry
- Experience in dealing with Canada and US customs
- Communication skills - advanced
- Computer skills – accuracy, MS products, AS400, web based programs
- Demonstrated customer relationship skills
- Strong conflict resolution skills
- Able to work deadlines in high transactional environment
- Ability to champion business needs in a collaborative manner to colleagues
- Results focused
- Working computer literacy in MS Office, ERP, AS400 and Customs systems
- Experience in customs broker industry would be considered an asset
- Strong customer focus
- Communication skills – advanced, both written and spoken
- Time management skills
- Team player focused
- Results focused
- Ability to work autonomously and with self-direction
- Strong sense of urgency and ownership of deliverables
- Bilingual an asset
To apply, visit our Careers page at dayross.com.
If you’re chosen for the role, you’ll be asked to provide reference and criminal background checks before employment. You’ll only be contacted if you’re selected for an interview.
Transborder Coordinator
Day & Ross Inc.
WinnipegAdministrative Jobs Full-time
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Administrative Supervisor Full-time Job
Administrative Jobs BramptonJob Details
Schedule: 5pm -2am
The Administrative Supervisor is responsible for overseeing a team of Administrative Coordinators, setting performance objectives, evaluating performances, training and hiring as required. This position is a “hands on” position working on various functions as assigned by the Admin. Manager. In addition, also may have to cover for absences within the Team.
How You’ll Help:
- Assesses and monitors workload on a daily basis, ensuring coverage is available at all times to maintain.
- Areas include, P&D Check-In / CICO, managing of linehaul departures as it relates to the administrative side of closing linehaul manifests and statting trailers properly in TruckMate to ensure timely departures from the terminal.
- Elevated communications to divers/brokers, internal and external Customer Service and liasing with the Dock Operations Team to ensure all facets covered to successfully run the Billing shift.
- Arranges coverage for vacations and other absences to ensure day-to-day deadlines are met.
- Works with and maintains departmental KPI’s as they pertain to Company goals set out and provides feedback to employees consistently. This includes, maintaining staff daily KPI logs to ensure complete by end of week to monitor phone queue reports, refused & undelivered stats, appointment stats, # Sent E-mails, and any additional workload staff may perform daily to add to their day under “other”.
- Works with and supports the Admin. Team to maintain steady and up-to-date workflow.
- Works on administrative projects as required by the Administration Manager / Terminal and Regional Managers.
- Manage/audit reports such as TruckMate, Salesforce, R&U Report, Fineable Appts., Beyond EDD Reports.
- Other related duties as required by Admin. Manager and/or Reg. Admin. Mgr., Terminal Manager or Reg. Ops Mgr.
Your Skills & Experience:
- Minimum of secondary education in the office administration field, with preference of post-secondary education (general stream), or a combination of education and experience.
- 3-5 years experience in the administrative field with responsibility of data entry and interpretation of payroll laws, policies and guidelines preferably in the Transportation industry
- 1-3 years of Supervisory / Leadership experience.
- 3-5 years Previous Transportation or operational experience is preferred. Various roles within transportation and administration is beneficial.
- Strong leadership skills, including the ability to motivate a team in a high pressure, deadline-driving environment.
- Strong communication skills, verbal and written.
- Organized individual with strong/advanced communication and resolution skills.
- Ability to work deadlines in a high transactional environment.
- Excellent Computer skills and accuracy, MS products, AS400, web-based payroll programs.
- Meticulous and detailed-oriented.
- Results focused.
- Ability to work in a team environment.
- Ability to champion business needs in a collaborative manner to colleagues
To apply, visit our Careers page at dayross.com.
If you’re chosen for the role, you’ll be asked to provide reference and criminal background checks before employment. You’ll only be contacted if you’re selected for an interview.
Administrative Supervisor
Day & Ross Inc.
BramptonAdministrative Jobs Full-time
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Clerk-Steno 7 Full-time Job
Administrative Jobs SaskatoonJob Details
Division: Community Services
Department: Parks
Term: 1 Temporary Full Time position available for approximately 6 months.
Closing Date: 06/25/2025
Labour Group: CUPE 59
Posting: 4339
Job Summary
Under supervision of the Clerical Supervisor 13, this position performs clerical, reception and office administration duties.
Duties & Responsibilities
- Screens in-person and telephone inquiries and determines appropriate initial action.
- Responds to email enquiries pertaining to Parks Service levels, City Tree and Urban Forestry, Pest Management and Park Access Permit programs and generates service requests to the appropriate program staff.
- Coordinates and provides reception and administrative support services, including ordering supplies to maintain inventory levels and coordinating courier services.
- Enters data into various databases, ensures its accuracy, and produces reports, contracts, and labels.
- Prepares a variety of documents, including confidential reports, manuals, newsletters, web documents, PowerPoint presentations, etc.
- Controls and records approvals payments and assists with PR/PO creation for Parks Service levels.
- Maintains records of expenditures, e.g. supplies, courier service and photocopying, for budget estimates.
- Maintains the centralized office filing system, including confidential documents as well as assisting with maintaining staffing master data spreadsheet.
- Arranges and confirms appointments.
- Sorts and distributes incoming and outgoing mail.
- Performs other related duties as assigned.
Qualifications
Education, Training and Experience Requirements
Grade 12 education.
Graduation from a business college.
Typing speed of 55 w.p.m.
Two years' diversified general office experience.
Knowledge, Abilities and Skills
- Considerable knowledge of business English and arithmetic.
- Considerable knowledge of modern office practices and procedures.
- Demonstrated ability to work with newcomers/ immigrant population
- Ability to take accurate minutes of meetings.
- Ability to make arithmetic calculations rapidly and accurately.
- Ability to make decisions in accordance with established policies and procedures.
- Ability to work with minimum supervision and to prioritize duties and responsibilities.
- Ability to communicate effectively orally and in writing.
- Ability to establish and maintain effective working relationships.
- Ability to maintain confidentiality.
- Demonstrated skill in the use of a computer using the Microsoft Office Suite.
Weekly Hours: 36.67
Salary Range: $27.09 to $29.87 CAD per hour (2025 rates)
Clerk-Steno 7
City Of Saskatoon
SaskatoonAdministrative Jobs Full-time
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Clerk III Full-time Job
Administrative Jobs VancouverJob Details
Main Purpose and Function
Provides administrative clerical and customer service support to Real Estate, Environment and Facilities Management. Hybrid Clerk functions as operational and administrative support to functional REFM teams ensuring work dispatch, time entry oversight, invoice management (internal sources and key external vendors) and stakeholder engagement needs are met. A liaison and subject matter expert in connecting users, navigating key systems and supporting managers and supervisors through various administrative tasks and maintenance support functions.
Specific Duties/Responsibilities
- Receives service calls with varying level of complexity from a wide variety of stakeholders. Reviews and ascertains the information provided, prompt clients for additional relevant information, then evaluates and prioritizes the REFM response for various work functions.
- Following an established protocol, provides triage prioritization Work Control work management functions such as dispatching work orders, managing invoice payments and processing time entry & audits
- Assigns cost accounting requirements specific to each request and codes appropriately inputting data into the Work Flow Management system adhering to governed processes
- Directs routine service requests & invoices to various REFM or Parks Operations business units leveraging systems such as SAP, AP Flow and BI Tools
- Directs & routes service request and invoices that are not a REFM responsibility to the appropriate City department or business user
- Logs non-routine, non-maintenance or production service requests and looks for direction as to next steps
- Assesses and provides recommendations regarding service methods based on departmental practices, policy and processes. Determines the appropriate service agency (internal or external) and what level of engagement is needed from a support standpoint
- Arranges for access to City facilities by internal & external agencies
- Updates the status of work requests in the system for internally and externally managed work as assigned
- Receives and responds to requests/inquiries regarding the status of work requests and invoices
- Follows up with REFM and Parks Operations on administrative support functions
- Provides feedback on the Work Control process and makes recommendations on changes
- Controls access to the Evans Yard office and provides general reception for visitors
- Receives and closes out work orders including:
- Verification of data
- Matching material and contract service reports with work orders
- Inputting material, labour and contract costs through invoice management
- Updating work order status for internal stakeholder support and on behalf of centrally managed vendor work
- Leveraging tools and systems to make informed decisions Entering field notes from maintenance or service staff
- Coordinating any follow-up action or inspection
- Advising the Manager or any irregularities regarding type of work, cost, schedule or
- methodology
- Provides metrics and reports to senior management in support of the Departmental Service Plan
including:
-
- Number of service requests or invoice volumes
- Costs incurred by REFM or Park Board business units and REFM managed vendors
- Number of service requests rejected
- Number of maintenance work orders through Cov work group and vendors
- Completion rate of maintenance work orders
- Completes time entry, reviews and validates time entry reports, ensuring that they meet time entry standards, especially as they apply to REFM trade shops.
- Create shopping carts and complete shopping requests on behalf of the managers (SOBOs)
- Reconciles P-card statements against PM Work Orders in SAP, especially from REFM trade shop staff
- Supports and centralizes onboarding practices, staff accesses and office footprint space mapping
- Creates & coordinates larger scale meetings and manages meeting minutes for core department meetings
- Other duties/responsibilities as assigned.
Minimum Qualification Requirements
Education and Experience:
- Completion of the 12th school grade.
- Sound related experience in building maintenance or building operations
- Experience in operating call reception, work control centre or maintenance management software application systems for service request, invoicing or work orders
Knowledge, Skills and Abilities:
- Ability to make decisions regarding priority of emergency response in a timely and effective manner
- Working knowledge of industry standard maintenance practices
- Working knowledge of building systems including HVAC, electrical and mechanical components, and associated trades emergency response procedures
- Invoice processing & analysis, vendor (external stakeholder) management and BI Reporting
- Effective problem solving skills and critical thinking
- Customer Service skills: Able to quickly develop rapport with clients and to foster effective relationships with customers
- Working knowledge of Microsoft Office applications, Power Point, and Visio.
- Knowledge and experience using computerized maintenance management or call centre software applications such as SAP PM
- Completed time entry courses through CityLearn and eligibility to get access to the SAP time entry system
- Very effective verbal and written English communication and math skills
- Excellent organizational and multitasking skills
- Ability to work with a moderate level of independence and to work alone with limited direct supervision
- Work effectively independently and collaboratively in a team environment.
Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.
Business Unit/Department: RealEstate Env & Fac Mgmt (1100)
Affiliation: CUPE 15 Non Pks
Employment Type: Temporary Full Time
Position Start Date: July, 2025
Position End Date: 18 months
Salary Information: Pay Grade GR-017: $31.66 to $37.2 per hour
Application Close: June 27, 2025
Clerk III
City Of Vancouver
VancouverAdministrative Jobs Full-time
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ADMINISTRATIVE ASSISTANT Full-time Job
Administrative Jobs MontréalJob Details
We are looking for a highly organized and proactive Administrative Assistant to support our Chief Economist and the Vice-President of External Communications. This role requires a rigorous person with excellent coordination skills, including complex travel planning, and the ability to provide day-to-day administrative support in a bilingual and dynamic environment.
CHALLENGES TO BE MET
-
Coordinate travel logistics (domestic and international): flights, accommodations, itineraries, expense reports.
-
Manage calendars, organize meetings in different time zones, and prepare briefing documents.
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Support the preparation of presentations, reports and communications for internal and external audiences.
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Liaise with internal teams and external stakeholders to ensure smooth coordination.
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Process invoices, purchase orders and expense reports in accordance with internal policies.
-
Provide ad hoc support to the Executive Assistant as required.
WHAT WE ARE LOOKING FOR
-
Diploma of Collegial Studies (DEP or DEC) in office automation technology or related field.
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Minimum of 3 years of relevant experience in administrative support, ideally in a corporate or public affairs context.
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Demonstrated experience in managing complex travel and executive agendas.
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Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
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Excellent organizational, time management and prioritization skills.
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Excellent oral and written communication skills in French and English.
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Discretion, diplomacy and professionalism.
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Ability to work independently and adapt to changing priorities.
#INDHP
ADMINISTRATIVE ASSISTANT
BDC
MontréalAdministrative Jobs Full-time
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Administration Clerk Full-time Job
Administrative Jobs ReginaJob Details
Job ID: 2940
Openings: 1
Jurisdiction: CUPE Local 21
Division: City Planning & Community Services
Department: Recreation & Cultural Services
Branch: Community & Recreation Programs
Location Name: Regina, Saskatchewan, CA
Type of Posting: Internal & External
Employment Type: Permanent
Hourly Salary: $27.12 - $30.20
Annual Salary: $56,131.00 - $62,506.00
Date Posted: June 13, 2024
Closing Date: June 27, 2025
POSITION SUMMARY:
This position provides comprehensive, complex administrative support ensuring effective and efficient office management practices in order to delivery quality customer service in the Community Planning and Development Division. Responsibilities include supervision of cashiers and a variety of administrative, financial, supervisory, clerical, information processing and cashier duties. This position reports to the Facility Supervisor and supervises front line administrative staff.
DUTIES AND RESPONSIBILITIES:
- Directs all administrative functions including but not limited to inventory and procurement of facility print material, forms, stationary, office supplies and other related administrative responsibilities.
- Performs general administrative support for major facility activities including information processing of schedules and correspondence, generation and creation of applicable reports, spread sheets, statistics, time-keeping and other information as required.
- Performs a variety of financial and revenue support functions including assisting with the coordination and processing of billings, journal vouchers and facility service refunds; reviewing daily cash and deposits; coordinating necessary corrections and adjustments to ensure month-end financial statements balance; and ensuring rental payments are monitored, collected, receipted and applied to appropriate permits.
- Coordinates and assists with facility use and booking support including processing registrations and pass sales; processes applications for facility use including entry of permits; and assisting with facility bookings using the computerized booking system.
- Ensures the timely and accurate collection of facility statistical data including facility revenue collection.
- Provides supervision, training, and scheduling of assigned staff including participating in hiring, reviewing and performance evaluation.
- Assists in developing, implementing, analyzing and reviewing policies, procedures and systems to ensure consistent and effective Division operations and customer service.
- Provides customer service support responding to inquiries regarding services, facility operations, facility rentals and programs in person and over the phone.
- Performs related work as required.
QUALIFICATIONS:
Knowledge, Skills & Abilities:
- Thorough knowledge of business English, spelling, punctuation and arithmetic.
- Knowledge and skill in the use of modern office procedures, systems and equipment.
- Knowledge of policies, procedures and practices used within the Division, including payroll and accounting procedures.
- Ability to professionally represent the City of Regina applying quality customer services techniques and etiquette.
- Ability to work independently with minimal supervision, demonstrating initiative, sound judgement and a high degree of concentration and composure in a demanding environment.
- Ability to communicate effectively both orally and in writing demonstrating ability to collect, organize and analyze information to interpret customer expectations and provide clear, concise and accurate information and/or explanations to internal and external customers to satisfy customer requirements.
- Ability to train, support and encourage, supervise and evaluate staff.
- Demonstrate exceptional skills in the operation of office equipment, with emphasis on computers as it relates to information processing, facility bookings, program registration, spread sheets and email.
- Ability to handle large sums of money, keep records of account and perform cash balancing, in accordance with cash handling policies and procedures.
- Ability to accurately perform complex mathematical calculations.
EDUCATION AND EXPERIENCE:
- Typically the knowledge, skills and abilities required for this position are obtained through completion of grade twelve (12) or equivalent coupled with a minimum of two (2) years of experience performing administrative, clerical and cashier functions including experience working with windows-based software and computerized registration, pass sales, facility booking and point of sale software. Courses in accounting, office administration and supervisory development would be an asset
- A minimum keyboarding or typing speed of 40 wpm is required with demonstrated proficiency and knowledge in formatting documents, spread sheets, correspondence and charts.
Additional Requirements:
- Successful candidates may be required to provide a satisfactory criminal record check per the City of Regina's Criminal Record Check Policy.
- Proof of education is required.
- Additional assessments may be conducted to evaluate competencies, skills, and knowledge.
Administration Clerk
City Of Regina
ReginaAdministrative Jobs Full-time
27.12 - 30.20
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ScotiaMcLeod Administrative Assistant Full-time Job
Administrative Jobs MontréalJob Details
When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.
As an Administrative Support Assistant, your role is to provide administrative support to one or more Advisors and their teams.
IS THIS ROLE RIGHT FOR YOU
In the role you will:
1. Ensure a high level of non-trade client service by:
- Acting as receptionist by answering phones and greeting clients
- Arranging client meetings including venues, preparing printed materials and handling schedule changes
- Assisting with Advisor seminars by booking venues, scheduling guests, greeting clients, arranging for refreshments etc.
- Following up on client meetings and entering notes in contact management system
- Processing client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
- Responding to client inquiries and issues in a timely, responsive manner and escalating to Advisor when appropriate
2. Provide administrative support by:
- Processing client account documentation
- Assisting in writing and processing clients’/prospects letters and proposals
- Ordering marketing materials
- Maintaining client files and information on the appropriate systems
- Opening new accounts and processing new account documentation
- Processing account transfer documentation and follow up to ensure receipt
- Following up on outstanding documentation for restricted accounts
- Ensuring all client interaction is accurately documented
- Gathering deferred sales charge (DSC) information
- Ensuring adherence of all regulatory rules as it relates to client accounts and related documentation
- Following up with clients on missing documentation required as per the industry regulatory requirements
3. Contribute to the effective functioning of the branch team by:
- Building effective working relationships across the team and with various business line and corporate function contacts
- Maintaining a high level of customer service
- Facilitating a culture of open and honest communication
- Actively participating and contributing to touch bases and team meetings
- Encouraging the generation of new ideas and approaches
- Actively sharing knowledge and experience to enhance the development of all team members
- Developing and executing a meaningful employee development plan
DO YOU HAVE THE SKILLS
We would love to work with you if you have:
- Excellent written and verbal communication skills
- Strong organizational skills
- Ability to take initiative and work independently
- Ability to meet deadlines
- Knowledge of Microsoft systems: Word, Excel and PowerPoint
- Secondary education
Working Conditions
The role operates within a standard office environment.
Pursuant to a language needs assessment conducted by Scotiabank, the successful candidate will be required to be able to communicate in English and French as they will be required to work closely with other groups from head office who operate primarily in English, and they will serve and English-speaking clientele.
#SWM
ScotiaMcLeod Administrative Assistant
Scotiabank
MontréalAdministrative Jobs Full-time
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Executive Assistant (Administrative Assistant IV) Full-time Job
Administrative Jobs VancouverJob Details
Main Purpose and Function
The Executive Assistant (EA) to the CFO/General Manager of Finance and Supply Chain Management (FSC) is responsible for an extensive range of administrative services supporting the GM as well as administrative activities in support of the overall business unit.
The wide range of administrative services include handling a complex calendar, scheduling and prioritizing meetings with internal and external senior executives and staff in the City, organizing meetings and arranging for logistics, securing and preparing agenda items for the FRS Leadership and all-hands meetings, drafting and handling correspondence, re-directing internal enquiries when the GM is away or unavailable and coordinating administrative activities in the GM’s office.
The EA in this position attends FRS leadership meetings, noting action items and following-through on them, handles the flow of correspondence in the office of the GM, manages the department’s plan for council reports throughout the year, facilitates the approvals of council summary forms, coordinates the updates on Internal Audit items, coordinates SAP licenses and vendor accounts, oversees and tracks the new employee safety orientations across the business unit to ensure that these are promptly conducted, and coordinates the attendance management reporting for the managers. The EA also handles the travel arrangements of the GM, and the purchasing card online review of the GM and direct reports as well as other administrative activities.
The position interacts with senior managers within FSC, the City Leadership Team of the City and their assistants and sometimes with the external executives and their assistants. This position acts as an advisor across the Administrative Assistant roles in the FSC departments, and ensuring subject matter expertise for areas such as Time entry, purchasing, document filing, and other administrative tasks. The position may provide support to other areas of FSC as required.
The incumbent also leads special projects within the FSC Group. These projects include the roll-out of new city-wide processes and procedures within the department, and other City projects implemented at the department level.
The Executive Assistant, as required by the GM, may participate in special events contributing toward the strengthening of team-work in the business unit.
Duties and Responsibilities
- Handles the complex calendar of the GM, scheduling meetings, making decisions on meeting priorities and working with the City Managers’ office, other EAs and staff to arrange them.
- Supports meeting scheduling for other teams as required.
- Organizes and sets up leadership, all-staff, and other major meetings, arranging logistics for the venue, securing agenda items, presentation slides, scheduling presenters, taking minutes and following up on action items.
- Prepares meeting information materials for the GM in advance of the leadership and all-hands meetings.
- Manages the flow of correspondence and documents received by the office of the GM.
- Reviews travel and training and purchasing card submissions for compliance with policies.
- Oversees and tracks safety orientations for new employees and makes quarterly reports for submission to HR; generate attendance management reports for managers and makes semi-annual reports to the GM.
- Receives and notes phone calls and informs GM.
- Informs GM and managers of urgent issues that will require their immediate attention
- Maintains a list of Council reports, topics-on-deck for corporate management team, all hands, and leadership meetings, and expedites Council summary form to meet City Clerk's deadlines.
- Keeps track of deadlines and provides reminders of follow-up items; coordinates submissions of accomplishments and goals and other requirements for the GM.
- Formats correspondence for GM's signature and distributes them
- Attends leadership meetings and records minutes and action items.
- Processes reimbursements of expenses for the GM.
- Reviews and reconciles online purchasing cards (company credit cards) statements of the GM’s office and coordinates the review of purchasing cards of GM’s direct reports.
- Create shopping carts, and purchase orders; initiate payment of invoices.
- Coordinates approvals for SAP access requests
- Files documents in Vandocs.
- Arranges travel and training for the GM.
- Processes e-SAFs and e-CAFs for the GM's direct reports
- Drafts and processes e-SAFs and eCAFs for GM; .
- Coordinates the updates of organizational information in SAP and Quickfind information with other admin roles in FSG.
- Responsible for time entry for the office of the GM; provide time entry back-up to the FP&A Assistant when absent.
- Creates and updates personnel files of GM's direct reports.
- Assists in the orientation and onboarding of direct hires of the GM.
- VanDocs DRC (Department Record Coordinator).
- Leads and organizes committees for special events that will contribute toward teambuilding within Financial Services Group. This involves planning and strategizing on how to encourage participation.
- Other duties/responsibilities as assigned.
Minimum Qualification Requirements
Education and Experience:
- University degree or an equivalent combination of education, training and experience supplemented by coursework in SAP, MS Outlook, MS suite of tools including Word, Excel PowerPoint, and Visio.
- Minimum of 5 years’ experience as an Executive Assistant or Executive Administrator supporting senior level management required
Knowledge, Skills and Abilities:
- Knowledge of City operations, policy, practices and procedures.
- Excellent writing skills.
- Ability to interact and communicate with people in executive management positions
- Ability to multi-task, to be adaptive and flexible in a fast-paced and changing environment while coping with the demands of the situation and needs of the GM.
- Ability to understand and follow oral and written instructions.
- Ability to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport.
- Demonstrated experience in organizing, leading and inspiring teams.
- Ability to perform thorough, complete and accurate work.
- Ability to handle confidential and sensitive matters.
- Possesses the ability to prioritize and make independent judgment and action.
- Ability to deal tactfully and professionally with customers with varying concerns and issues.
- Ability to work independently without supervision, take initiative and be proactive.
- Analytical and problem-solving skill and experience.
Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.
Business Unit/Department: Finance Supply Chain Management (1150)
Affiliation: Exempt
Employment Type: Regular Full Time
Position Start Date: August, 2025
Salary Information: Pay Grade RNG-040: $63,866 to $79,832 per annum
Application Close: July 6, 2025
Executive Assistant (Administrative Assistant IV)
City Of Vancouver
VancouverAdministrative Jobs Full-time
63,866 - 79,832
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Administrative Assistant III Full-time Job
Administrative Jobs VancouverJob Details
Main Purpose and Function
The Financial Planning & Analysis Assistant is responsible for an extensive range of administrative services supporting the Director of Financial Planning & Analysis as well as administrative activities in support of the overall business unit.
Specific Duties/Responsibilities
- Handles the complex calendar of the FP&A Director and the Business Unit FP&A Director, scheduling and prioritizing meetings to ensure optimal use of time
- Supports the FP&A Director in creating clear, impactful communications, including PPT presentations, reports and draft emails
- Coordinate leadership, all-staff, and other major meetings, arranging logistics for the venue, securing agenda items, presentation slides, scheduling presenters, following up on action items
- Scheduling of high priority Finance review meetings related to Quarterly reviews, Budget & Service Plan reviews, including Finance Committee meetings and Council budget review meetings, working with CFO Executive Assistant
- Prepares materials for the FP&A Director in advance of the Council, Bid Committee, leadership, all-hands and other meetings.
- Monitors Council Report concurrences & CMM approvals, assigning to staff if required
- Informs FP&A Directors and managers of urgent issues that will require their immediate attention
- Coordinates travel and training submissions for FP&A staff and provides to Director for review and approval
- Reviews and reconciles online purchasing cards statements for the department and coordinates the review of purchasing cards by the Director
- Create shopping carts, and purchase orders, initiates payment of invoices
- Processes reimbursements of expenses for the FP&A Directors and team
- Vacation and attendance tracking for FP&A team
- Responsible for monitoring time entry for FP&A and following up on any time entry issues with the responsible managers and/or payroll
- Coordinates approvals for SAP access requests
- Initiates e-SAFs and e-CAFs for FP&A staff; drafts Job Requisitions as necessary and follows through the approval process and coordinates posting with human resources staff, drafts offer letters using existing templates
- Assists in the orientation and onboarding of new staff; handles new employee setup including equipment, IT and telecom requests, security and new employee forms
- General admin support: org chart updates, Quickfind updates, course registrations, supply orders, working with IT regarding equipment issues, updating email distribution lists
- Safety duties and organizing safety orientation and tracking for new employees
- Backup for CFO Executive Assistant during absences
- Participate in FRS Admin Team activities and projects
- Other duties as assigned
Minimum Qualification Requirements
Education and Experience:
- Diploma or an equivalent combination of education, training and experience
- Expertise in using MS Outlook, MS suite of tools including Word, Excel, PowerPoint
- Minimum of 3 years’ experience as an Executive Assistant or Executive Administrator supporting senior level management required
Knowledge, Skills and Abilities:
- Possesses the ability to prioritize and make independent judgment and action
- Excellent writing skills
- Ability to multi-task, to be adaptive and flexible in a fast-paced and changing environment and to cope with the demands of the situation and the needs of the department
- Ability to understand and follow oral and written instructions
- Ability to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport
- Ability to perform thorough, complete and accurate work
- Ability to handle confidential and sensitive matters
- Ability to work independently without supervision, take initiative and be proactive
Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.
Business Unit/Department: Finance & Supply Chain Mgmt (1150)
Affiliation: Exempt
Employment Type: Temporary Full Time
Position Start Date: August, 2025
Position End Date: August, 2026
Salary Information: Pay Grade RNG-030: $56567 to $70714 per annum
Application Close: June 29, 2025
Administrative Assistant III
City Of Vancouver
VancouverAdministrative Jobs Full-time
56,567 - 70,714
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ScotiaMcLeod Branch Operations Assistant Full-time Job
Administrative Jobs TorontoJob Details
As a Receptionist/Branch Operations Assistant, you will be in a highly visible role and the first point of contact for clients. You will contribute to the overall success of Scotia Wealth management’s multiple business lines and other Bank Partners, by greeting and directing clients; taking and relaying messages and responding to and actioning client requests.
IS THIS ROLE RIGHT FOR YOU
In the role you will:
- Create a positive and welcoming initial first impression representing Scotia Wealth Management (SWM)
- Coordinate internal communication to staff
- Organize and maintain various filing systems and office supplies
- Manage and maintain meeting rooms schedule, incoming and outgoing correspondence, and communal kitchen
- Act as the liaison with the Helpdesk and the Branch Training and Support Team to ensure efficient resolution to all issues
- Process cheques and documentation received by clients
- Complete all non online account management and shareholder communication
- Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems, and knowledge.
DO YOU HAVE THE SKILLS
We would love to work with you if you have:
- Superior customer service skills
- Financial Industry experience
- Strong organization with the ability to manage multiple priorities
- Strong written and oral communication skills
WHAT'S IN IT FOR YOU
- At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
- The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers.
- An organization committed to making a difference in our communities– for you and our clients.
- An inclusive working environment that encourages creativity, curiosity and celebrates success.
- Learning and Development – free access to Scotia Academy to upskill and develop your skills
#SWM
ScotiaMcLeod Branch Operations Assistant
Scotiabank
TorontoAdministrative Jobs Full-time
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