Adjoint(e) Administrative

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Adjoint(e) Administrative based in Laval, Québec, Canada. The Administrative Assistant will play a key role in supporting senior leadership and ensuring the smooth day-to-day operations of a regional business unit within the banking sector. This position combines executive administrative support, office coordination, financial administration, and stakeholder communication. You will help manage schedules, organize meetings and events, coordinate travel arrangements, and prepare essential business documents. By anticipating needs and streamlining administrative processes, you will enable leadership to focus on business growth, team performance, and exceptional client service. The role offers a predominantly remote working arrangement, with approximately 90% of work performed from home and 10% at the local branch. This is an excellent opportunity for an organized, proactive, and bilingual professional seeking to contribute to a collaborative, high-performing team. 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.