The Administrative Assistant provides high-volume administrative support, focusing on calendar management, meeting coordination, and logistics to ensure smooth operations in the executive office.
Join a Challenger
Being a traditional bank just isn’t our thing, so we challenge ourselves to get creative in providing innovative banking solutions for Canadians.
How do we get there? With a talented team of inquisitive and agile challengers that break through the status quo. So, if you’re passionate about redefining the future of banking—while having fun—this could be your next big opportunity.
Our company continues to grow, and today we serve more than 800,000 customers across Canada through Equitable Bank, Canada's Challenger Bank™, and have been around for more than 50 years. Equitable Bank's wholly-owned subsidiary, Concentra Bank, supports credit unions across Canada that serve more than six million members. Together we have over $142 billion in combined assets under management and administration, with a clear mandate to drive change in Canadian banking to enrich people's lives. Our customers have named our EQ Bank digital platform (eqbank.ca) one of the top banks in Canada on the Forbes World's Best Banks list since 2021.
Purpose of Job:
The Administrative Assistant (Level 3) provides high-volume administrative and scheduling support to 3-4 Senior Vice Presidents, with a primary focus on complex calendar management, meeting coordination, and executive logistics.
This role supports the effective day-to-day operation of the executive office by ensuring calendars are accurate, meetings are well-coordinated, and administrative processes run smoothly. The position requires strong organization, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.
The Administrative Assistant operates within established processes, escalating issues as appropriate, and provides executional support to Senior Executive Assistants as needed to ensure coverage and continuity.
The Work!
- Manage complex, high-volume calendars for 3–4 SVPs, including scheduling meetings, resolving conflicts, and coordinating availability across multiple stakeholders.
- Prioritize and adjust meetings based on urgency, executive preferences, and business needs.
- Process meeting requests, manage intake, and ensure calendars are accurate and up to date.
- Coordinate meeting details including dial-ins, room bookings, and attendee logistics.
- Coordinate logistics for meetings, workshops, town halls, and internal events, including room bookings, virtual set-ups, catering, and materials.
- Arrange domestic travel and accommodations in accordance with company policies.
- Prepare and submit expense reports and support reconciliation as required.
- Identify and resolve routine logistical issues to ensure meetings and travel run smoothly.
- Provide administrative support related to executive office operations, including document formatting, filing, and record-keeping.
- Support Senior Executive Assistants with calendar coverage, meeting logistics, and administrative execution during absences or peak workload periods.
- Assist with ad hoc administrative tasks and executive-related initiatives as assigned.
- Serve as a professional point of contact for meeting coordination and scheduling with internal teams and external stakeholders.
- Track meeting requests, follow up on responses, and ensure timely communication of logistics.
- Escalate scheduling conflicts or issues requiring judgment to the appropriate Executive Assistant or leader.
Calendar & Scheduling Management (50%)
Meeting, Travel & Logistics Coordination (25%)
Administrative & Executive Office Support (15%)
Stakeholder Coordination (10%)
Your Experience!
- 3+ years of experience in an administrative or office support role, ideally supporting senior leaders in a corporate environment.
- Demonstrated experience managing complex calendars and coordinating meetings across multiple stakeholders.
- Strong proficiency in Microsoft Office and collaboration tools (Outlook, Word, Excel, PowerPoint, MS Teams).
- Excellent organizational skills and attention to detail.
- Strong written and verbal communication skills for professional coordination and correspondence.
- Proven ability to handle confidential information with discretion and professionalism.
- Ability to manage multiple tasks, meet deadlines, and adapt to changing priorities.
- Post-secondary education in business administration or a related field preferred.
- Bilingualism (English/French) is considered an asset.
What we offer [For full-time permanent roles]
💰 Competitive discretionary bonus
✨ Market leading RRSP match program
🩺 Medical, dental, vision, life, and disability benefits
📝 Employee Share Purchase Plan
👶🏽 Maternity/Parental top-up while you care for your little one
🏝 Generous vacation policy and personal days
🖥 Virtual events to connect with your fellow colleagues
🎓 Professional development and comprehensive Career Development program
💛 A fulfilling opportunity to join one of the top FinTechs and help create a new kind of banking experience
The incumbent will be working hybrid and in office time will be spent working from Equitable Bank’s additional office space located at 2200-25 Ontario Street, Toronto, ON.
Equitable Bank is deeply committed to inclusion. Our organization is stronger and our employees thrive when we honour and celebrate everyone’s diverse experiences and perspectives. In tandem with that commitment, we support and encourage our staff to grow not just in their career path, but personally as well.
We commit to providing a barrier-free recruitment process and work environment for all applicants. Please let us know of any accommodations needed so that you can bring your best self to the application process and beyond. All candidates considered for hire must successfully pass a criminal background check and credit check to qualify for hire. While we appreciate your interest in applying, an Equitable recruiter will only contact leading candidates whose skills and qualifications closely match the requirements of the position.
We can’t wait to get to know you!
Top Skills
Excel
MS Office
Ms Teams
Outlook
PowerPoint
Word
EQ Bank | Equitable Bank Toronto, Ontario, CAN Office
30 St Clair Avenue West, Suite 700, Toronto, Ontario, Canada, M4V 3A1
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