Administrative Assistant III

161 Bay Street (93021), Canada, Toronto,Toronto, Ontario,

Administrative Assistant III

Capital One is looking for an exceptionally bright, multitasking, and self-motivated experienced Administrative Support Assistant III to support 4 to 6 executives in a fast-paced tech-savvy environment. You will partner with multiple executives to handle administrative tasks freeing up their time to focus on department and company goals. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. You are resourceful and autonomous when taking on new tasks and projects relying on problem-solving skills to make it all work! As the gatekeeper and extension of your executive leaders, you will frequently find yourself in the center of everything that happens on the team. You are extremely pivotal to the success of a well-run, efficient, productive and happy team.

In this role, you are a jack of all trades! Administrative Assistants perform an array of administrative functions critical to running an organization efficiently. You will strategically manage your executives’ complex schedules through prioritization and organization. You will handle travel arrangements, create expense reports, and disseminate information. Your communication will be personable while still getting your point across. As team ambassador, you are proficient in writing and proof-reading with impeccable grammar and composition.

Responsibilities:

• Provide heavy and detailed proactive calendar management for multiple executives, interacting with both internal and external leaders, assistants and other stakeholders to coordinate a variety of complex executive meetings. This will include accurate and verified subjects, attendees, supporting documentation and preparation, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes

• Organize and coordinate logistics of executive meetings, events and offsites through heavy partnership and collaboration with other departments. Logistics include catering, room/venue booking, audio/video and other essential services as needed to ensure meetings run smoothly

• Coordinate travel arrangements and create expense reports in a timely manner using Capital One systems

• Assist leaders with the preparation and distribution of presentation material

• Prepare professional business communication documents including memos, letters, and emails 

• Answer incoming calls and provide support as required by capturing detailed, inclusive messages that allow the executive to respond effectively

• Potentially screen executive emails to support prioritization 

• Build and maintain good business relationships with executives and administrative staff across our various organizations 

• Participate in general administrative duties (copying and faxing), distributing mail, ordering supplies, coordinating meals, managing celebratory events, ad-hoc projects, committees and/or group events

• Maintain the highest level of customer service externally and internally across the entire business

• Promote a fun and team-oriented work environment

You Should Apply if you:

• Have worked with, and represented, the most senior leaders in an organization with success and the highest level of professionalism

• Can take what others see as chaos and create a clear plan through organization and attention to detail

• Gain deep personal satisfaction from problem solving, driving results and ensuring a job well done

• Are exceptionally detail-oriented, easily finding typos and correcting inaccuracies and inconsistencies

• Never let the smallest of things slip through the cracks

• Are proactive, finding ways around, through, or over any hurdle in your path

• Are a multitasker, juggling multiple projects and deadlines simultaneously while maintaining your focus and comfort with evolving priorities

• Gain energy from helping and supporting people through problem solving

• Are a skilled written and verbal communicator

• Have a growth mindset, are able to learn from your mistakes and are always seeking new knowledge

• Are not one to focus on what went wrong but rather what you can do better next time around to prevent negative outcomes from happening again

• Love doing things efficiently

• Constantly strive to make things better

At Capital One, you will find an environment that inspires a can-do-anything spirit with a multitude of supportive resources. Better still, you will find managers who encourage you to be your best in all areas of your life. If you are ready to create an administrative role that satisfies your professional goals while balancing your personal interests, then Capital One is eager to talk to you.  

Basic Qualifications:

• High School Diploma, GED or equivalent certification

• At least 2 years of Administrative experience

• At least 2 years of experience in Google Suite or Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)

Preferred Qualifications:

• Associates Degree

• At least 5+ years of experience as an Executive Assistant or Administrative Assistant in a fast-paced environment 

• At least 3+ years of calendar management supporting multiple executives

• At least 1+ years of experience in Google Suite

• At least 1+ year of meeting and event planning experience

• Experience setting up video conference and Zoom/Skype technology for meeting user

• Experience planning ahead and managing time effectively

• Excellent written and verbal communications

• Excellent organizational skills

At this time, Capital One will not sponsor a new applicant for employment authorization for this position. This role requires consistent in-person presence and support. All applicants will be expected to adhere to Capital One’s hybrid policy. No agencies please.

All qualified applicants will receive consideration for employment without regard to gender, race, color, age, national origin, religion, disability, genetic information, marital status, sexual orientation, gender identity/assignment, citizenship, pregnancy or maternity, protected veteran status, or any other status protected by applicable national, federal, state or local law.

Capital One Canada is an equal opportunity employer committed to fostering a diverse and inclusive work environment. We consider all qualified applicants and will meet the needs of those requiring reasonable accommodations.

If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation, please contact Capital One Recruiting at 1-800-304-9102 or via email at [email protected]. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.

For technical support or questions about Capital One’s recruiting process, please send an email to [email protected]

Capital One does not provide, endorse nor guarantee and is not liable for third-party products, services, educational tools or other information available through this site.

Capital One Financial is made up of several different entities. Please note that any position posted in Canada is for Capital One Canada, any position posted in the United Kingdom is for Capital One Europe and any position posted in the Philippines is for Capital One Philippines Service Corp. (COPSSC).