Administrative Assistant

Job Description:Job Title: Administrative Assistant 3Contract on T4Location: Hybrid; TORONTO-CIBC SQUAREDuration: 18 months(Able to start onsite on their first day)Typical Day in the Role• Purpose of the Team: The purpose of this team is to manage day-to-day business operations, including budget, hiring, onboarding, and executive support• Key projects: This role will contribute to supporting executives with calendar management, flight bookings, and administrative tasks• Typical task breakdown and operating rhythm: The role will consist of approximately 80% heads-down work (calendar management, booking, organizing) and 20% meetingsCompelling Story & Candidate Value Proposition• What makes this role interesting? This role provides the opportunity to work in a fast-paced, majority-women tech team, with exposure to MS culture and potential for learning about other roles• Unique Selling Points: Fast-paced environment, majority-women team, opportunities for growth and learning, open feedback cultureCandidate Requirements• Years of Experience Required: 5-7 years required, ideally 8-10 overall years of experience in the field.• Degrees or certifications required: High school diploma or GED required; bachelor’s degree is a nice to have.• Disqualifiers: N/A. Those early-career candidates may not be suitable• Best vs. Average: The ideal candidate would have excellent verbal and written communication skills• Performance Indicators: Performance will be assessed based on quality of work and executive feedbackTop 3 Hard Skills Required + Years of Experience• Minimum 5-8+ years experience with MS Word, Excel, Outlook and PowerPoint• Minimum 5-8+ years experience with calendar management and event planning and coordination experience• Sponsor emphasized that candidates must be able to multitask due to the fast-paced environment and that executive presence is important for the role.Seeking a highly experienced and proactive Executive Assistant to provide high-level administrative support to senior leadership. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.Key ResponsibilitiesManage complex calendars, coordinate meetings, and arrange travel itineraries.Process business expenses and support department financial operations.Prepare agendas and logistics for board, committee, and team meetings.Review and manage incoming communications, including memos, reports, and submissions.Maintain records management systems and perform basic bookkeeping tasks.Oversee procurement of office supplies, equipment, and vendor relationships.Support personnel operations and serve as the primary contact for the department.Complete special projects and provide general office support as needed.Required Skills & QualificationsExperience: 8–10 years of administrative support experience, including direct support to executives.Education: High school diploma or GED required.Technical Proficiency: Strong skills in MS Word, Excel, and PowerPoint.Core Competencies:Excellent verbal and written communication skills.Strong time management and ability to work independently.High level of discretion and confidentiality.Proven ability to multitask and adapt to changing priorities.Event planning and coordination experience.Please let me know if this is something you would love to do, and help me with your updated resume. Feel free to reach out at Harshiv@ifgpr.com if you have any questions.Thanks