Adjoint(e) Administrative

Accountabilities:: Provide executive administrative support: Assist the regional vice president with daily operations, correspondence, scheduling, and administrative priorities to maximize leadership effectiveness and support business objectives. Manage calendars and travel arrangements: Coordinate appointments, meetings, conferences, and business travel, ensuring schedules are organized efficiently and all necessary arrangements are in place. Coordinate meetings and events: Prepare agendas, organize virtual meetings through Webex, coordinate presentations and speakers, record meeting minutes, and follow up on action items and next steps. Oversee office operations: Manage the day-to-day administrative activities of the regional office, maintain accurate records, coordinate supplies and equipment, and help ensure efficient operations. Support financial administration: Prepare and review expense reimbursement requests and invoices, reconcile monthly travel and other expenses, and monitor costs related to supplies, telecommunications, equipment, and facilities. Manage communications: Handle incoming emails, telephone messages, and general inquiries, directing communications to the appropriate contacts and prioritizing matters requiring leadership attention. Represent the organization professionally: Welcome clients and business partners, respond to general inquiries, and help maintain a positive, professional experience for all stakeholders. Prepare business documents: Create and maintain correspondence, reports, presentations, spreadsheets, forms, databases, and other materials required for meetings, conferences, and administrative reporting. Coordinate regional activities: Organize off-site meetings, communication sessions, informal discussions, and other events that support team engagement and business priorities. Conduct research and resolve requests: Gather information, respond to routine questions, anticipate administrative needs, and ensure that daily priorities are handled accurately and efficiently. Support business performance: Contribute to regional productivity and business growth by helping leadership focus on client relationships, new client acquisition, and high-quality service delivery. Maintain service standards: Uphold professional standards of confidentiality, accuracy, responsiveness, and client service in all administrative activities. Requirements: Relevant experience: At least three years of relevant administrative or executive support experience, ideally in a professional, financial services, or corporate environment. Technical proficiency: Strong command of Microsoft Office applications, particularly Outlook, Word, PowerPoint, and Excel, with the ability to prepare professional documents, presentations, spreadsheets, and reports. Bilingual communication: Fluency in both French and English is required to support and serve French-speaking and English-speaking clients and stakeholders effectively. Written communication: Excellent written communication skills, including the ability to draft clear correspondence, prepare meeting materials, and maintain accurate documentation. Organizational skills: Strong planning and coordination abilities, with excellent attention to detail and the capacity to manage multiple administrative responsibilities simultaneously. Prioritization and time management: The ability to assess competing demands, establish priorities, meet deadlines, and adapt to changing schedules in a fast-paced environment. Initiative and autonomy: A proactive approach to problem-solving, with the ability to anticipate leadership needs, work independently, and take ownership of assigned responsibilities. Professionalism and discretion: A high level of integrity, reliability, accuracy, and confidentiality when handling sensitive information, financial records, and executive communications. Teamwork and collaboration: Strong interpersonal skills and the ability to work effectively with colleagues, leadership, clients, and external partners. Critical thinking: Sound judgment and practical problem-solving skills, with the ability to research information, respond to routine requests, and identify opportunities to improve administrative processes. Flexibility: Willingness to travel occasionally within the region to attend meetings and fulfill business requirements. Benefits: Competitive compensation: A comprehensive total rewards package designed to recognize employee contributions and support professional success. Performance incentives: Eligibility for bonuses and other incentive-based compensation, where applicable. Flexible benefits: A selection of employee benefits designed to accommodate individual needs and circumstances. Remote-first working arrangement: Approximately 90% remote work from home and 10% at the local branch, providing significant flexibility while maintaining opportunities for in-person collaboration. Professional development: Ongoing learning opportunities, leadership support, coaching, and guidance to encourage career growth. Collaborative work environment: The opportunity to join a dynamic, high-performing team that values cooperation, continuous improvement, and shared success. Meaningful contribution: The ability to support client success, strengthen business relationships, and contribute to the prosperity of local communities. Career growth opportunities: Exposure to senior leadership, regional business operations, and a broad range of administrative and organizational responsibilities. Inclusive workplace: A commitment to respect, diversity, belonging, and equal opportunities for professional development and advancement. Stable professional environment: The opportunity to build your career within an established financial services organization with a strong reputation and a focus on long-term success.