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As an Administrative Assistant, you will be primarily responsible for working with Financial Planners to support the development of new wealth management business acquisitions and relationships in target markets.  Within this partnership model, you are an essential resource in the successful execution of day-to-day operational activities including, providing timely support, and delivering exceptional client experiences.  In addition to enabling the growth and servicing of the Financial Planners client-base, you will be responsible to support and contribute to a national Administration team.      

Is This Role Right for You?

The Scotia Financial Planning Team (SFP) is looking for a dynamic self-starter who embraces a team environment and shares our passion to helping each and every client realize their financial dreams!  The Administrative Assistant is an excellent opportunity to be part of a vibrant, enthusiastic, and high-energy team. 

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems, and knowledge.
• Responsible to execute on capacity enablers (National Practice Standards) for Financial Planner to grow their business portfolios.
• Support operational excellence through the execution of day-to-day administrative tasks and activities. 
• Influence a service excellence culture through the delivery of exceptional client experiences.
• Be a Trusted Business Partner; build cross-functional partnerships to optimize business outcomes.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day tasks, activities, and decisions.
• Actively pursues effective and efficient operations of his/her respective areas, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational risk, regulatory compliance risk, AML/ATF risk and conduct risk, including but not limited to responsibilities under the Operational Risk Management Framework, Regulatory Compliance Risk Management Framework, AML/ATF Global Handbook and the Guidelines for Business Conduct.
• Champions a high-performance environment and contributes to an inclusive work environment.

Do You Have the Skills?

• Self-motivated and disciplined with solid organizational and effective task prioritization skills.
• Strong processing and inputting skills coupled with a high attention to detail and follow-through capabilities.
• Outstanding interpersonal, communication and listening skills (empathetic skills).
• Ability to build rapport, establish trust and communicate effectively.
• Ability to work in a faced-paced dynamic environment along with multiple partners and stakeholders to achieve shared objectives.
• Excellent team player with the ability to work independently.
• Possess a growth mindset, which involves having the desire to continuously develop skills, knowledge and experiences through active learning and curiosity.
• Solid understanding of the investment sales process, gained through experience in financial planning/sales role, and familiarity with the interrelationships among people, products, processes, and technology.
• Post-secondary degree in business or a related field, or equivalent working experience.  
• Mutual Fund License is required.
• Bilingual in English and French is an asset.

What’s In It for You?

• You’ll be part of an inclusive and collaborative working environment that encourages creativity, curiosity and celebrates success.
• You’ll have the ability to make a lasting impact on clients.
• You’ll have the opportunity to make a significant impact, as you will contribute to revenue generation and growth.
• You’ll work with and learn from a diverse and talented team of administrative assistants, leading Financial Planners, and successful Sales Leaders.
• Supportive environment with coaches that are inspired to help you exceed your goals.
• Primarily work from home role with a mix of in-office work as required by business needs.

Location(s):  Canada : British Columbia : Vancouver || Canada : Alberta : Edmonton 

Looking for a great place to work? Are you interested in joining one of Canada’s top employers? Do you like to work hard and have fun? Are you looking for a role that includes variety? Do you enjoy interacting with people and building relationships? If you answered “Yes”, then keep on reading as we may have the perfect position for you!

Whether you’re an administrative professional with experience in the insurance or financial services industry, or a recent graduate with a few years’ experience in a client service environment, it’s your attention to detail, strong organizational skills and warm personality that make you a great fit for this position.

The ability to meet tight timelines while delivering quality service is a must! For more information about our Administration team.

Insurance

• Verify assets are insured and registered as per requirements

• Review and process external policies to ensure coverage as per requirements

• Follow up with insurance agents and lessees to obtain insurance renewal policies in a timely manner upon expiry of insurance policies

• Follow up with insurance agents and lessees to obtain corrections to insurance policies that do not meet lease requirements

• Review insurance cancellations and contact customer and/or insurance agent to follow up for new policy

• Escalate insufficient insurance coverage issues to Collections following appropriate procedures

• Collect Confirmation of insurance on assets ineligible for Loss Damage Waiver program

• Maintain Loss Damage Waiver program on eligible leases, starting, removing or restarting program as applicable

• throughout the life of a lease

• Quote Loss Damage Waiver Fees & Implement early start of Loss Damage Waiver Fees on requests

• Process insurance letters, including LDW start and restart letters, insufficient insurance notices and final notices as required

• Coordinate refunds to customers where applicable and apply Loss Damage Waiver credits to appropriate billings

• Prepare Power of Attorney documents for vehicle registrations upon Customer request, understanding all provincial nuances

• Respond to customer inquiries

PPSA Registrations and Discharges

• Register leases accurately following the legislative requirements for the province and equipment type

• Ensure registrations are completed within PMSI timeframes to secure priority interest in leased equipment

• Understand provincial nuances regarding registration rules and adhere to all provincial standards to ensure accurate

• registrations are obtained

• Conduct pre-registrations according to policy

• Process amendments of registrations

• Process discharges of registrations following policy and procedure and provide proof of discharge upon request to customers.

Document Acceptance

• Process Acceptance and retention of original documents

• Review Contracts and verify acceptability as originals as per policies such as

• Confirming legibility of the contract

• Reviewing signature and title fields for completion

• Confirm presence of all required attachments with appropriate version number

• Complete contract acceptance by stamping contract as Original, complete the start date, the funded date and initial the contract on behalf of CWB National Leasing

• Review and assess contract eligibility for securitization purposes and flag eligibility in Felix

Administration

• Understanding Business Origination Policy Manual policies as they pertain to Documentation, PPSA & Insurance

• Perform as a team member and ensure collaboration.

• Improve processes within the Administration Department

Successful incumbent

• About 2 years previous experience in Administration, Customer Service or Insurance

Languages

• Fluent in English, (written and verbal)

• French would be considered an asset.

Skills

Customer centric attitude. Agile. Active listener. Dependable.  

• Strong attention to detail and accuracy

• Ability to maintain a high level of confidentiality

• Proven interpersonal and communication skills

• Ability to resolve customer inquiries and concerns quickly with empathy and professionalism

• Effective organizational skills with a proven ability to prioritize

• Intermediate in MS Office and the ability to quickly learn other applications and programs

Your benefits

In addition to competitive compensation, upon hiring you’ll be eligible for a wide range of flexible benefits to help promote your wellbeing and that of your family. 

* Health and wellness program, including many options

* Flexible group insurance

* Generous pension plan

* Employee Share Ownership Plan

* Employee and Family Assistance Program

* Preferential banking services

* Opportunities to get involved in community initiatives

* Telemedicine service

* Virtual sleep clinic 

These are a few of the benefits available to you. We have an offer that keeps up with trends as well as your needs and those of your family.

Our dynamic work environments and cutting-edge collaboration tools foster a positive employee experience. We actively listen to employees’ ideas. Whether through our surveys or programs, regular feedback and ongoing communication is encouraged.

Closing Date:

* Position closes at 12:01am on the close date identified below.

02/28/2025

Main Purpose and Function
A member of the Board Support Team, the Board Support & Meeting Assistant provides a key role in the facilitation and delivery of Board meetings and provides complex and confidential administrative support to Park Board Commissioners, Park Board Senior Leadership Team, and Manager, Exec Office and Board Relations.

Specific Duties/Responsibilities
• Coordinates board report and presentation submission process (for all meetings, including confidential/In Camera) to ensure materials are ready for GM review: provides instructions, submission guidelines, and reminders to report authors; provides support with document formatting and templates; checks policy references and links are correct; ensures necessary staff/departmental concurrences obtained
• Reviews, formats, posts and distributes board meeting materials: agendas, reports, presentations, motions, and minutes, etc. (for all meetings, including In Camera)
• Assists with the formatting, preparation and confidential review of member motions
• Creates and posts speaker sign-up form online; generates speaker reports; tracks/saves correspondence
• Prepares meeting scripts, speaker lists, correspondence summaries, and final consolidated meeting decks (for all meetings, including In Camera)
• Schedules web stream, tests and troubleshoots meeting room A/V, loads presentations
• Attends meetings and provides back-up A/V and meeting clerk support (including In Camera when needed);
• Drafts meeting highlights; posts and distributes final report
• Creates and posts meeting video clips, decision documents and other meeting materials
• Updates decision tracking documents and distributes to relevant staff
• Distributes Board enquiries to staff; prepares responses for distribution at the next meeting
• Provides research services for past decisions
• Organizes/orders catering and supervises catering set-up and clean-up;
• Prepares and prints materials for meeting packages; supervises assembly of meeting binders, room set-up and clean-up
• Assists with collecting and preparing orientation, briefing, and other Board reference materials
• Provides back-up to meeting clerk to provide
• Prints, organizes and maintains official board records for archival purposes (minutes, reports, presentations)
• Responds to public and media enquiries and drafts responses on behalf of Commissioners
• Provides speaking notes for Commissioners when not officially representing the Board/Chair
• Assists with drafting member motions
• Assists with confidential Commissioner FOI requests
• Maintains event calendar for Commissioners; works with event organizers and protocol offices on Commissioner invitations, roles/participation and protocols;
• Manages multiple Outlook mail and calendar accounts, including Commissioner accounts
• Books travel and tracks expenses for Commissioners
• Provides general administrative support to Park Board Commissioners, Senior Leadership Team (as needed for Board/meeting related matters) and Manager, Exec Office and Board Relations
• Other duties/responsibilities as assigned.
 

Minimum Qualification Requirements
Grade 12 graduation supplemented by courses/training in administration, business writing, meeting management, Microsoft Office, and parliamentary procedure (e.g. use of Roberts Rules or Order and/or a municipal procedure bylaw) plus considerable related experience or an equivalent combination of training and experience.
 

Knowledge, Skills and Abilities:
• Working knowledge of the formal rules of procedure used in committee and board meetings.
• Working knowledge of government governance structures and systems, the role of Park Board Commissioners, the legislation and supporting bylaws that govern the City and Park Board, as well as record management practices and systems.
• Thorough knowledge of agenda preparations, minute taking and Board meeting protocols including formal rules of procedure.
• Ability to use Microsoft Office (Word, Excel, Outlook & PowerPoint), Adobe Acrobat, Contribute & CMS website update software, meeting AV systems and software (Crestron), and online webstream tools (currently SLIQ).
• A keen sense of accuracy and attention to detail and the ability to produce products that reflect the highest standards of accuracy and detail.
• Excellent written and verbal skills with a strong knowledge of business English including sentence structure, grammar and punctuation and a demonstrated writing skill.
• Ability to interpret and independently carry out written and oral instructions.
• Strong time-management skills, ability to prioritize tasks and work independently as well as ability to work under pressure with firm and at times, changing deadlines white remaining calm, respectful and professional.
• Ability to take and prepare the minutes of Committee and Board meetings, and to summarize the collective sense of meetings
• Ability to meet and deal tactfully and effectively with the public and to maintain harmonious working relationships with administrative officials and other employees.
• Ability to maintain confidentiality and security of confidential information is essential.
• Ability to use tact, discretion, and professionalism
• Ability to focus during meetings and remain in a static position for long periods of time.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a 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: Board of Parks & Recreation (1400) 

Affiliation: CUPE 15 Parks 

Employment Type: Temporary Full Time 

Position Start Date: March, 2025 

Position End Date: 1 year 

Salary Information: Pay Grade GR-017: $31.66 to $37.2 per hour

Application Close: February 27, 2025

Job Summary:

The Class 1 Data Entry Clerk is responsible for accurate billing and entering information into the UPS system.  Additionally, complete various administrative tasks within the data entry.

Job Type: Part-Time Permanent

Work Location: 9272 Airport Road, Mount Hope, ON L0R 1W0, Canada

Workdays: Monday through Friday (Must be available to work all 5 days)

Shift Start: 7:00 PM Shift averages 3-5 hours a day, but hours, start times/finish times may vary with operational needs.  Flexibility required

Hourly Wage: $17.30/hr.

KEY RESPONSIBILITIES:

• Enters data into UPS systems within the time-specific guidelines
• Checks and forwards legal/custom documentation
• Provides administrative support to Management Team(s)
• Assist with daily dispatch, and support customer and driver concerns on calls

REQUIREMENTS:

• Excellent verbal and written communication skills
• Accurate typing speed of 40+ words per minute
• Strong proficiency in MS Office and other relevant software
• Attention to detail and ability to handle confidential information 
• Ability to work with minimal supervision
• Strong multitasking skills 
• Capacity to work in a fast-paced warehouse environment
• Availability to work flexible shift hours and work 5 days per week

COMPENSATION AND BENEFITS:

• Pay rate of $17.30/hr. Unionized role with a defined progression with a top rate of $24.65 after completing 48 months of service
• Paid training
• Weekly Pay via Direct Deposit- Every Friday
• Personal paid days off (Eligibility Requirements)
• 2 weeks of paid vacation after 1 year of service (3 weeks after 5 years, 4 weeks after 10 years, 5 weeks after 20 years, and 6 weeks after 25 years)  
• Extended Health Care Benefits  (Vision, health, life insurance, and dental benefits after one year of service)
• Immediate access to UPS ‘Employee Discounts’
• Employee Assistance Program (EAP)
• Employee Referral Bonus Program (conditions apply)
• Free Onsite Parking
• Opportunity for advancement within a Fortune 50 Company

EXPENSES/WORKING CONDITIONS:

• Monthly union dues (approximately $52/month)
• A union initiation fee of $50 (will be deducted after completing 90 working days with UPS)
• Exposed to changing temperatures when working in a warehouse environment

The Accident Adjusted is responsible for managing and processing vehicle accident and equipment theft claims from investigation through to settlement with the objective of mitigating company losses.

How You'll Help:

• Following detailed procedures, opens claim file and begins investigation as soon as accident claim or equipment theft is reported or assigned
• Liaise with insurance appraisals/adjustors, legal, and third party insurers as required
• Establish and maintain claim files in the Accident Claim System
• Provide analysis and make recommendations to senior management on claims litigation
• Follow up to ensure all details are finalized and claim is closed
• Participates in an on-call rotation to ensure coverage 24/7/365
• Other related duties as may be required.

Your Skills & Experience:

• Post secondary education, preferably in Business Administration, Insurance and Risk Management or another related field.
• Training in accident investigation.
• A suitable combination of education and/or experience may also be considered.
• Minimum of three years’ related experience in a professional environment, preferably in the insurance and/or transportation industries
• Previous experience in claims management a strong asset.
• Working knowledge of tractor-trailer equipment
• Computer skills, including knowledge, ability, and accuracy when using MS products, AS400,and other web based programs
• Communication (verbal and written) as well as customer relationship management skills
• Strong problem solving and negotiation skills to bring claims files to a close in a professional manner and in keeping with the objective of mitigating losses.
• Ability to handle multiple files and to multitask and prioritize
• Ability to make sound, well thought out recommendations and decisions
• Results focused
• Competency in French and English is a requirement

WestJet is currently seeking a Senior Administrative Assistant to support two Vice Presidents & one Director: VP - Loyalty, VP - Experience Management and Director - Contact Centres. Reporting directly to the VP - Loyalty and providing administrative support to the VP Experience Management & Director – Contact Centres, this position deals with sensitive and confidential information and requires the ability to exercise considerable discretion and judgement in service of confidentiality.

The role entails constant multi-tasking and the need to make time-sensitive decisions regarding the management and distribution of internal and external materials. The workload is high volume and fast-paced and accuracy is vital in this environment.

The successful candidate will be passionate about airline operations and understands the vital role this team plays within WestJet’s world. There is a significant amount of exposure to sensitive and confidential information and as such, the ideal candidate will possess the ability to function in an extremely pragmatic fashion. There is a high volume of work with invoices and purchase orders involved with this role.  A knowledge and understanding of accounting practices and procedures is an asset.  Very strong attention to detail is a must.

Key Responsibilities (included but not limited to):

• Act as an ambassador to the VP offices, ensuring those engaging with it have a positive experience and work to positively influence the reputation of the VP office for internal and external guests
• Collaborate with other Sr. Administrative Assistants and the Executive Assistant team on meeting coordination with other members of the VP and EVP teams
• Provide the full spectrum of administrative support to the VPs, including managingcorrespondence, screening requests from internal and external parties,completing and approvingexpense reports,reconciling and processing/approval ofinvoices and purchase orders, and arranging travel, meetings and other required items
• Strategically manage the VPs’ calendars and schedules
• Research and profile external contacts to help the VPs prepare for engagements  
• Prepare, edit, and coordinate concise and consistent correspondence, communications and presentations for the VPs
• Gather data from the VPs’ direct reports and coordinate necessary reporting
• Working collaboratively with relevant stakeholders,assist with drafting, collecting, and/or organizingaccurate presentations, reports and correspondence for the VPs to deliver to the Board and Committees, and to the Executive Leadership team
• Manage the team’s office supplies and spend to budget
• Assist with special projects as required, such as onboarding new employees, office space coordination, offsite meeting and event planning, etc.
• Play a critical ad hoc support role with assisting the VPs teams and emergency response team in emergency response situations
• Brief VPs on relevant issues and provide both VPs with reliable and timely advice, support and liaison services, allowing him/her to focus on the delivery of WestJet strategic priorities and goals
• Collaborate with Sr. Executive Assistant to department EVPs and provide backup coverage as required
• Other administrative duties as needed to support the People and Loyalty teams

Competencies:

Professionalism and Integrity

• Exercises a high degree of diplomacy and good judgment; maintains strict confidentiality; exercises considerable discretion and judgement identifies conflicts and resolves appropriately; provides a high level of customer service to internal and external stakeholders; holds themselves and others to high standards of quality; demonstrates consistency and reliability.

Communication

• Ability to communicate effectively with internal and external stakeholders at all levels is essential.
• Questions and explores fundamental assumptions in change efforts seeking deeper clarification to avoid inaccurate conclusions.

Prioritizes and Organizes

• Excellent time management and organizational skill set; follows up to ensure other people’s contributions are on schedule; anticipates problems and ensures contingency plans are available and actioned if needed; meets deadlines; highly detail-oriented with the ability to multi-task and manages time (both their own and the Executive(s)) effectively.

Experience and Qualifications:

• Office Management and / or Business Administration degree or diploma
• 3 to 5 years’, or more, experience in a senior administrative role, in an organization of similar scope, scale and complexity to WestJet
• Advanced knowledge and high proficiency in Outlook, Word, Teams, Power Point; and intermediate knowledge of Excel required
• Very organized, strong attention to detail and superb time management skills
• Highly experienced and able to provide financial support when it comes to dealing with vendor setups, purchase orders, contract tracking and follow up as well as, helping with financial overview
• Experience in dealing with confidential issues is required
• Strong written and oral communication skills required with proven experience in a guest service or service delivery environment dealing with problem resolution
• Must be able to proactively perform job functions, and review current processes to streamline and simplify processes
• Must be able to maintain composure and switch gears quickly and often, as the business needs dictate, without disruption to the tasks at hand
• Adaptable and able to take direction (sometimes little direction) and execute tasks in a timely manner
• Works well with all leadership styles and is a self-starter who requires minimal supervision

The benefits of being a WestJetter:  

WestJet provides all WestJetters with a competitive total rewards package.  On top of that, we offer:   

• A fun and friendly culture with colleagues who work together to win  
• Travel privileges for you and your family, effective from your start date
• Savings and Benefit programs that are flexible to meet your specific needs  

Posting Close Date: 03/02/2025    (Please note the posting will close at 11:59pm MST)

We’re looking for an enthusiastic candidate to fill a full-time role as Executive Assistant to the Vice President, RBC Fellow AI. This role is responsible for providing exceptional administrative assistance and organizational coordination to the VP. This is an exciting opportunity to join an ambitious team, and we are looking for someone who takes initiative, can work independently, and is eager to provide exceptional support.
 

Your responsibilities include:

• Serving as the key point-of-contact for the Executive that you will be supporting;

• Managing and maintaining calendars, coordinate meetings, and travel arrangements for the Executive;

• Coordinating meeting agendas with necessary stakeholders and prepare pre-meeting notes or presentation materials;

• Providing white-glove support during meetings/events by ensuring all logistical requirements are met, taking meeting minutes, and independently following-up on action items;

• Coordinating all aspects of travel and accomodations for the Executive;

• Processing expense reports, maintain vacation schedule, and keep records updated in Outlook & Workday;

• Working closely and professionally with other Executive Assistants in the organization to effectively plan meetings, events, and manage calendar series.

You're our ideal candidate if you have:

• 5+ years’ experience of Executive Administration, providing support to senior level management or relevant experience;

• Strong interpersonal and diplomacy skills, comfortable dealing with individuals across all levels of the organization;

• Ability to thrive in a collaborative environment with a strong capability to prioritize activities;

• Ability to work in a fast-paced environment, adapt to change and navigate continuously shifting requirements;

• Ability to work efficiently and accurately with minimal supervision;

• Highly proficient in Microsoft Word, Power Point, Excel, Outlook. Ability to create and edit documents, PowerPoint slide decks as per guidance provided;

• Strong organizational skills including ability to organize, plan and schedule activities and strong calendar management/scheduling skills.

What's in it for you?

• Be part of a dynamic & flexible working environment;

• Become part of a team that thinks progressively and works collaboratively. We care about seeing each other reach full potential;

• Leaders who support your development through coaching and managing opportunities;

• Ability to make a difference and lasting impact from a local-to-global scale.
   

About RBC Borealis
 

RBC Borealis is the driving force behind Royal Bank of Canada’s AI and data innovation. As part of Canada’s largest financial institution, we bring together a team of architects, engineers, scientists, and product experts on a mission to revolutionize finance through world-class research, solutions, and a resilient data platform. With locations across Toronto, Waterloo, Montreal, Calgary, and Vancouver, we’re at the forefront of AI research and platform development. With a focus on cutting-edge research in areas like time series forecasting, causal machine learning, and responsible AI, we are seamlessly integrating AI research and data engineering, to solve critical challenges in the financial industry. We are building intelligent, and scalable, data-driven solutions that will help communities thrive and drive innovation for our customers across the bank.
 

Inclusion and Equal Opportunity Employment
 

RBC is an equal opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veterans status, Aboriginal/Native American status or any other legally-protected factors. Disability-related accommodations during the application process are available upon request.

#Ll-Hybrid
#Ll-POST

Job Skills

Additional Job Details

401 GEORGIA ST W:VANCOUVER

VANCOUVER

Canada

37.5

Full time

TECHNOLOGY AND OPERATIONS

Regular

Salaried

2025-01-27

Note: Applications will be accepted until 11:59 PM on the day prior to the application deadline date above

Overview

Overview