Bilingual Administrative Assistant

Job title: Bilingual Administrative Assistant

Job description: Provides dedicated administrative support to executives at the Vice President (VP) level and may also provide a broad range of administrative or general office support for the broader team as assigned. Work will involve a range of complexity and may include but is not limited to the following accountabilities:

CUSTOMER:

Provide a high level of administrative support ensuring quality service and professionalism at every customer interaction

Manage efficiently in a multi-tasked environment and ensure deadlines are met

Apply appropriate due diligence ensuring accuracy in preparing and promptly completing all required supporting documentation (ie. reports, presentations, invoices, correspondence/communications, tables, charts, files, etc.)

Schedule and organize meetings, including preparation and co-ordination by booking the facility, pre-mail, arranging required equipment, refreshments, etc., as required

Maintain proficiency with software applications/programs and/or department specific systems as required (ie. MS Office, Word, PowerPoint, Excel, Lotus Notes, etc.)

Efficiently manage and promptly respond to all incoming enquiries/requests for information independently or re-direct to the appropriate person/area

SHAREHOLDER:

Ensure the optimal level of customer service and professionalism is provided

Provide accurate, organized and efficient administrative support; collect and track data, research information, sort and distribute mail, balance and process expense reports, schedule and organize meetings, manage calendars, create and maintain files, and perform other administrative assignments as required

Consistently exercise discretion in managing correspondence, information and all matters of confidentiality; escalate issues where appropriate

Prioritize and manage own workflow to ensure quality and efficiency (ie. meet deadlines; be flexible in adjusting to changing work priorities)

Use software programs and other tools or equipment with ease and efficiency, and provide documents/ information that effectively support the needs of the team

Efficiently manage expectations/concerns through strong communication skills, both verbal and written

SUMMARY OF DAY TO DAY RESPONSIBILITIES:

Basic Administrative role where you will be dealing with clients in high net workspace within Wealth Management.

Tasks include supporting investment advisors and their work within their lines of business.

Booking appointments, filing reports, mailing, preparing packaging, following-up with clients, and setting up meetings. Tasks and projects may vary.

MUST HAVE:

– 2+ customer service experience (this role will work with high net worth clientele – professionalism)

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