161 Bay Street (93021), Canada, Toronto,Toronto, Ontario,
Administrative Assistant III
About the TeamCapital One is looking for an exceptionally bright, multitasking, and self-motivated experienced Administrative Support Assistant III to support 3 to 5 executives in a fast-paced tech-savvy environment. You will partner with multiple executives to handle administrative tasks freeing up their time to focus on department and company goals. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. You are resourceful and autonomous when taking on new tasks and projects relying on problem-solving skills to make it all work! As the gatekeeper and extension of your executive leaders, you will frequently find yourself in the center of everything that happens on the team. You are extremely pivotal to the success of a well-run, efficient, productive and happy team.
About the RoleIn this role, you are a jack of all trades! Administrative Assistants perform an array of administrative functions critical to running an organization efficiently. You will strategically manage your executives' complex schedules through prioritization and organization. You will handle travel arrangements, create expense reports, and disseminate information. Your communication will be personable while still getting your point across. As team ambassador, you are proficient in writing and proof-reading with impeccable grammar and composition.
Your Responsibilities:- Provide heavy and detailed proactive calendar management for multiple executives, interacting with both internal and external leaders, assistants and other stakeholders to coordinate a variety of complex executive meetings. This will include accurate and verified subjects, attendees, supporting documentation and preparation, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes
- Organize and coordinate logistics of executive meetings, events and offsites through heavy partnership and collaboration with other departments. Logistics include catering, room/venue booking, audio/video and other essential services as needed to ensure meetings run smoothly
- Coordinate travel arrangements and create expense reports in a timely manner using Capital One systems
- Assist leaders with the preparation and distribution of presentation material
- Prepare professional business communication documents including memos, letters, and emails
- Answer incoming calls and provide support as required by capturing detailed, inclusive messages that allow the executive to respond effectively
- Potentially screen executive emails to support prioritization
- Build and maintain good business relationships with executives and administrative staff across our various organizations
- Participate in general administrative duties (copying and faxing), distributing mail, ordering supplies, coordinating meals, managing celebratory events, ad-hoc projects, committees and/or group events
- Maintain the highest level of customer service externally and internally across the entire business
- Promote a fun and team-oriented work environment
Basic Qualifications:- At least 2 years of Administrative experience
- At least 2 years of experience in Google Suite or Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
Preferred Qualifications:- High School Diploma, GED or equivalent certification
- At least 5+ years of experience as an Executive Assistant or Administrative Assistant in a fast-paced environment
- At least 3+ years of calendar management supporting multiple executives
- At least 1+ years of experience in Google Suite
- At least 1+ year of meeting and event planning experience
- Experience setting up video conference and Zoom/Skype technology for meeting user
- Experience planning ahead and managing time effectively
- Excellent written and verbal communications
- Excellent organizational skills
Working at Capital OneYoull be empowered to take end-to-end ownership of your work and your career, backed by a high-performance, hybrid culture and holistic suite of benefits designed to support your whole self.
- Take ownership of your own potential: Whether youre looking to upskill, pivot into new business areas, or master your craft, youll have access to tools and mentorship to reach your potential and define your career trajectory.
- Find your rhythm:We believe trust fosters the flexibility and autonomy required to balance personal needs with a focus on high performance. We support a hybrid model - with 3 days in the office per week - that gives room for both collaboration and personal commitments.
- Benefits built for your life: We take a holistic approach to well-being, providing support for you and those who are most important to you. This includes: full coverage for spouses, domestic partners and dependents, a one-time Work From Home allowance to build your comfortable workspace, up to $3,000 in mental health coverage and up to $5,000 in annual tuition subsidies.
Youll find that Capital One is committed to helping you thrive and evolve every step of the way.
This posting is for an existing vacancy.
The expected annual salary range for this position is $79,200 - $90,300. This role is also eligible to earn performance-based incentive compensation, which may include cash bonus(es). Incentives could be discretionary or non-discretionary depending on the plan.
We embrace the responsible use of artificial intelligence (AI) to enhance the candidate experience and streamline our recruitment processes. However, no hiring decisions are made using AI as every hiring decision is made by our hiring managers, business interviewers, and recruitment professionals. Our teams are equipped with training that empowers them to use AI responsibly.
