Administrative Assistant

Overview

The Administrative Assistant provides direct support to 2 to 3 Managing Directors across COO Group. Responsible for organizing large meetings to ensure operational effectiveness. Follows up on action items, maintains leader’s calendar, coordinates travel arrangements and prepares expense reports.

• Provide Senior level administrative support to COO leadership team for RBC Capital Markets
• Maintain extremely busy Outlook calendars and manage the coordination and logistics of both internal and external meetings for the team
• Manage complex scheduling across internal and external stakeholders
• Help organize and execute events for executive team and external onsite meetings
• Arrange and coordinate domestic and international travel agendas
• Process expense reports for senior leaders, assist with expense pre-approval process and ensure all policies are followed and items are processed within provided guidelines
• Act as a subject matter expert for the team, regarding T&E as well as other policies and procedures
• Arrange all aspects of in person and virtual meetings
• Ensure the executive is well-prepared for meetings and events
• Manage the Contingent Workforce Management (CWM) and Statement of Work (SoW) processes for the team, including onboarding and offboarding consultant/contractor resources
• Assist with technology requests, supply orders and miscellaneous queries
• Assist with recruiting, staff on-boarding, and staff off-boarding, which includes requesting equipment setup and system access
• Create and edit spreadsheets and presentations, including printing, copying, collating and binding, for internal and external meetings
• Handle regular activities without prompting, and advise in advance of issues or delays
• Work cooperatively with other team members in positive partnership to support and provide overall coverage and backup support
• Adapt quickly to shifting priorities and make judgment calls in ambiguous situations
• Lead and coordinate ad hoc projects as requested

• At least 5-7+ years supporting senior executives within the finance industry
• The ideal candidate will be experienced in handling a wide range of administrative and executive support tasks, able to work independently, and capable of maintaining a high level of professionalism
• Incredible organizational skills, attention to detail, and time management
• A natural problem-solver who is calm under pressure and thrives in fast-paced environments
• Able to handle confidential information with discretion
• Skilled at handling multiple tasks and confident in communicating priorities if needed
• Emotionally intelligent and able to build trust and rapport with senior leaders
• Driven, curious, and eager to take on more responsibility over time
• Bachelor’s degree or equivalent
• Ability to work in a dynamic, fast-paced environment
• Ability to organize, prioritize, multi-task and solve problems efficiently
• High attention to detail
• Strong written and verbal communication skills
• High proficiency in Microsoft applications - Outlook, Word, Excel, Power Point
• Exhibits sound judgement and decision-making abilities
• Ability to interact effectively and establish good working relationships with other internal and external personnel
• Excellent telephone etiquette
• Self-starter with ability to work independently
• Tech Savvy - proficient in Microsoft Office Suite and willingness to learn various video conferencing platforms (Webex, Zoom, Teams)

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.

• A comprehensive Total Rewards Program including bonuses and flexible benefits, competitive compensation, commissions, and stock where applicable
• Leaders who support your development through coaching and managing opportunities
• Ability to make a difference and lasting impact
• Work in a dynamic, collaborative, progressive, and high-performing team
• Opportunities to do challenging work
• Opportunities to build close relationships with clients

The expected salary range for this position is $85,000 - $95,000, depending on experience, skills, and market conditions. You may qualify for RBC’s discretionary variable compensation program which can increase total compensation if performance targets are met and individual goals are reached.

• Address:
  Goldman Sachs Tower, 30 Hudson Street, Jersey City
• City:
  Jersey City
• Country:
  United States of America
• Work hours/week: 40
• Employment Type:
  
  Full time
• Platform:
  Capital Markets
• Job Type: Regular
• Pay Type:
  
  Salaried
• Posted Date:

At RBC, we believe an inclusive workplace with diverse perspectives is core to our growth. RBC strives to foster a workplace based on respect, belonging and opportunity for all.