Administrative Assistant

Job title: Administrative Assistant

Job description: At , we strive to build value for the people who choose us every day: our people, our clients and our investors. We do this by holding true to the values that guide us. We put people first and build relationships with intention. We seek out and embrace new ideas, knowing that better is always possible. We believe that how we do things is as important as what we do. And we harness the power of inclusion. Our culture is who we are and how we show up – as individuals and as a team – to accomplish our strategy.

Administrative Receptionist (7-month Term Role)

At CWB, we strive to build value for the people who choose us every day: our people, our clients and our investors. We do this by holding true to the values that guide us. We put people first and build relationships with intention. We seek out and embrace new ideas, knowing that better is always possible. We believe that how we do things is as important as what we do. And we harness the power of inclusion. Our culture is who we are and how we show up – as individuals and as a team – to accomplish our strategy.

CWB Financial Group (CWB) is on a mission to become the best full-service bank for business owners in Canada.

Bring you. All of you. Caregiver. Ally. Outdoor enthusiast. Indigenous community partner. Foodie. Neurodivergent perspective. Sports fan. Human rights activist. Labels don’t matter here, but your perspective does.

All applicants are welcome, and we expressly encourage applicants to apply who identify as women, persons with visible and invisible disabilities (including physical, mental, sensory, learning impairment, etc.), Indigenous Peoples (including First Nations, Metis and Inuit), LGBTQ2S+ and/or racialized persons. At CWB we believe that inclusion has power, and we’re always looking for unique perspectives to add to our teams. We have a culture that thrives on idea-sharing, collaboration, respect, caring and camaraderie. If you have a voice to add to the conversation, we’d love you to apply. All applicants are considered as part of an equitable and fair selection process.

The opportunity

The primary role of the Administrative Assistant is to ensure a positive first impression of CWB Financial Group. Key responsibilities are to provide a professional and friendly front line reception experience to colleagues and guests over the phone and in person

The Administrative Assistant will perform a variety of administrative duties, maintain databases and records, and will maintain positive relationships with the executive and staff, members of the Board, clients and third party vendors.

Specific Accountabilities

Reception

Greet clients on the phone and office in a friendly and inviting way.

Efficiently triage and transfer incoming calls.

Respond to client inquiries and complaints, receiving incoming/forwarded phone calls in a professional manner, taking and distributing messages.

Record and activate voice messages for holidays and office closures.

Manages Outlook meeting room calendars.

Engage in conversation, determine who guests are meeting, and announce their arrival to the appropriate person.

Handle complaints following compliant handling procedures.

The go-to person for all queries related to the Office.

Train and cross-train relief staff.

Maintain the reception desk in a tidy and presentable manner. Ensure all pamphlets and bulletins are available and replenish as required.

Offer and serve refreshments to visitors and keep coffee stations stocked with cups, glasses, water, etc.

Mail & Courier Support

Receive all incoming couriers and monitor courier/fax logs.

Process and sort all incoming and outgoing Canada Post Mail.

Prepare and print shipping labels and envelopes on request.

Distribute and provide appropriate notice of all incoming courier and Canada post mail to the correct area in a timely manner.

Receive and notify/distribute courier deliveries.

Receive and distribute faxes.

Send faxes upon request of staff.

Receive, track and arrange for registered mail.

Administration

Monitor, maintain and order office/coffee supplies inventory and review and approve office/coffee supply acquisitions.

Invoicing clients/updating VPM and submitting monthly revenue reports Head Office

Records Management (shipping and retrieving client files)

Data Base Management – PureContacts/VPM

Bank Deposits –go to bank to and applying to VPM

Report building issues to Property Management/Corporate Office Facilities Department.

Prepare payments requisitions on behalf of Corporate Services Department.

Update, manage and distribute employee contact information.

Update and manage internal contact information on INFOserver if required, in a timely and accurate manner.

Issue and maintain access card and temporary access requests.

Manage, track and provide monthly parking assignments report to HR, if required.

Maintain access card inventory and reorder when necessary.

Manage sign out process for portable power bells and lockers. Master comb holder for lockers.

Set up and clean up of meeting rooms in welcome space and Learning Centre, if required.

Tidy kitchen.

Master key holder.

Escort vendors.

Independently maintain and update reception processes in manual.

Participate in Business Continuity tests and events.

Create and maintain various spreadsheets for tracking and reporting purposes.

Coordinate various ad-hoc information requests from members of the Corporate Services Department.

Collaborate with other Corporate Services team members to find solutions, efficiencies or share knowledge to further improve efficiency and enhance Corporate Office performance and/or operations.

Provide a variety administrative support such a: scanning/uploading documents, drafting corresponded, print and assembling various reports.

Provide administrative support to, and participate in, office committees and project teams as required.

Coordinating tasks within the office as assigned (i.e. ordering lunches, consolidating data, etc.)

Other administrative duties, as assigned inclusive of: meeting arrangements, minute-taking, filing, invoicing, travel/meeting bookings, ordering office and kitchen supplies, mail runs and distribution of the daily mail and changing toner in photocopier/filing paper trays.

Assist with team engagement activities.

Contributors to your success

Education

Post-secondary education and/or learning courses preferred.

Professional Experience

Minimum 2 years of proven experience in Administrative Role.

Experience with multiple phone lines.

Experience in processing invoices, COUPA

Advanced knowledge of MS Office (MS Excel and MS Outlook, in particular) Excel and Word.

Personal Competencies

Strong work ethic portrays a team player and a “can do” attitude at all times.

Approach interactions with friendly, cooperative and customer service focus attitude.

Exceptional time management skills with the ability to switch tasks effectively while staying organized.

Exceptional communication skills, both verbal & written including the ability to remain flexible and calm in high pressure or continually changing situations.

Ability to work independently, handle multiple tasks, set priorities and schedule; handle our fast-paced environment and meet deadlines.

Strong communication skills and confidence to liaise with all levels of the organization as well as external suppliers/customers.

Ability to make independent decisions and resolve challenges.

Strong attention to detail, organization and problem-solving skills.

Ability to work effectively with little or no supervision and takes personal responsibility.

Handle sensitive and/or confidential documents and information.

Takes personal responsibility.

Ignite your career. Apply with CWB today.

Why work with us?

Winners of Canada’s Most Admired Corporate Culture 2021 &

Recognized as one of 50 Best Workplaces in Canada by Great Places to Work 2021

& Best Workplaces for Mental Wellness in Canada 2021

Values driven people first benefits

Wellness matters. We offer an award-winning benefits package that includes hybrid work environments, everyday flexibility, 100% company-funded health coverage, health care spending account, a flexible wellness program & generous time-away options to unplug, rest & recover. Bring your whole self to work. Inclusion is a journey requiring practice & experience to result in a powerful outcome. Your perspective matters & voice will be heard. Find a community within the CWB family in our employee represented groups. Career development. We invest in our employees’ development to help them reach their professional goals with organization wide Coaching services. Strategic career design is an investment in our core asset – our people. Innovation. Learn. Grow. Enhance. At CWB, we pay to win. When we fail, we fail forward. Recognition. Peer-to-peer recognition programs for “in the moment” and monumental wins. Community giving. Make a difference. Drive economic prosperity in your community. Get involved. Volunteer. Fundraise. All with CWB support. ESG & sustainability focused. Be proud of where you spend, work & invest. Financial rewards. Base salary & pay for performance incentives. Retirement investment strategy. You can’t work forever! So, we’ve got you covered. Company ownership. No greater sense of motivation & empowerment than being an owner! Find your “why” at

Be proud of where you work. Join CWB. Apply today.

As an equitable employer, CWB Financial Group is committed to providing a safe and where a diverse workforce thrives. You are welcomed and encouraged to bring your whole self to work. Dignity, respect and equality are non-negotiables. If you require during any part of the recruitment or selection process, please reach out.

Closing Date:

• Position closes at 12:01am on the close date identified below. 08/22/2022

Click Here to Apply

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