Executive Assistant

Job Description

Job Description WHAT IS THE OPPORTUNITY? As an Executive Assistant, you play a critical role by providing direct support to the senior leadership team within RBC. This role will support the Vice President, Product & Strategy, and the Vice President, Transformation for the Direct Investing line of business. You will be accountable for managing schedules, departmental events and executive correspondence to ensure the effectiveness of the executive leadership team. In addition, you will liaise with RBC Leadership and business partners on behalf of the leadership team, follow-up on action items, maintain calendars, coordinate travel arrangements, maintain and organize files, prepare correspondence and other presentation materials, and prepare / act as a pre-verification officer for department expense reports. WHAT WILL YOU DO? Act as the key contact for the executives that you will be supporting. Manage and maintain calendars, coordinates meetings, conferences, and travel arrangements for the Executives. Responsible for monitoring inboxes to help manage meeting proposals, action items and address and delegate inquiries. Support to organize meetings, video and in-person meetings (book meeting location and equipment resources). Set up and coordinate business planning sessions, townhalls, staff meetings, management meetings, bi-weekly management team meetings and one-on-one’s with direct reports. As required, follow up on any agenda items or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner. Support the overall objectives of the senior management team with the coordination of meeting planning and materials, including providing administrative support, organizing of team meetings, helping with town hall meetings, etc. Coordinate travel and hotel arrangements for the team, as needed. Process monthly expense reports and maintain Vacation Schedule and up-to-date records for the executive and their direct reports within Workday. Validate expense reports prior to VP’s approval, as required. Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met. Work closely with other executive assistants in the organization to effectively plan meetings, events and manage calendar series. Continue to adjust the way we work, supporting the overall goals of the senior management team (display agility, utilize new tools and skills (virtual capabilities) and encourage and proactively identify and execute on efficiencies). Support the VPs in activities to drive deeper employee engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect opportunities with VPs) Prepare presentation materials and meeting agendas, as required. Ensure relevant information is accessible, assembled and prepared for meetings. WHAT DO YOU NEED TO SUCCEED? MUST HAVE: 5 years’ experience of executive administration/coordinator experience, providing support to se