Executive Assistant

We are a leading financial services provider committed to making decisions easier and lives better for our customers and colleagues around the world. From our environmental initiatives to our community investments, we lead with values throughout our business. To help us stand out, we help you step up, because when colleagues are healthy, respected and meaningfully challenged, we all thrive. Discover how you can grow your career, make impact and drive real change with our Winning Team today. 

Working Arrangement

Job Description

The opportunity

Accountable to provide advanced administrative support to two North American teams, the Natural Resources & Sustainable Solutions team (12 team members) and Financial Institutions team (11 team members). Members of these teams are based both in Boston and Toronto. This is a hybrid role, with the candidate expected to be in office Mon-Wed with the ability to work from home Thursday-Friday.

Responsibilities:

• Make travel arrangements for team members and process related expenses report.
• Track expenses and invoices and ensure payments are coded to the appropriate account. Report on variances and research discrepancies.
• Process and assist in submitting Annual Reviews, Sector Reviews, and purchase reports with approving parties. Forward any rating changes or follow up received back appropriately so that internal systems are updated.
• Review Annual Review (AR) Late List and alert team to any late or soon-to-be-late ARs.
• Process and track appropriate anti-money laundering (AML) checks & “know your customer” (KYC) questionnaires in support of analysts.
• Manage the teams’ quarterly Loan Review package preparation process. Create Loan Review pdf and upload to shared drive.
• Track and maintain spreadsheets for bond purchase activities and rating changes.
• Manage incoming compliance reporting as well as external outreach on overdue documents as needed/required.
• Assist with compiling and reconciling a variety of ad-hoc team or internal portfolio requests.
• Electronically save and maintain all required name/deal documents & emails on the T drive. Set up and maintain hard copy filing system as required, including confidential data, and ensure records are accurate and up to date.
• Manage and execute on team needs related departmental library filing system project.
• Process and track accounts payable/receivables related to legacy energy investments.
• Responsible for duties related to onboarding and offboarding of team members.
• Arrange meeting room and refreshments for large and small meetings with internal or external parties as needed.
• Organize and attend internal meetings such as weekly team and department meetings staff. Coordinate follow-up actions if any.
• Other duties may include: space planning (new associates), record keeping, phone listings, distribution lists, updating shared folders, maintaining office supplies, and invoice and purchasing activity.
• Produce reports, letters, graphics and other documents and handle correspondence as directed in line with Company’s policies and procedures. Assemble information for use in reports and meetings. Utilize software/specialized department software to generate reports.
• Independently respond to questions and situations which arise during Manager's absence using discretion and judgement based on knowledge of team’s activities.
• Handle administrative projects as assigned by management and ensure the accurate and timely completion of tasks. Projects assigned may include research, correspondence or other work of the team. Make recommendations regarding change and solutions to issues or problems.
• May participate in broader department projects as required and other duties as assigned. Maintain Wall Street Journal subscription list for North American Corporate Finance department.

What motivates you?

• You obsess about customers, listen, engage and act for their benefit.
• You think big, with curiosity to discover ways to use your agile approach and enable business outcomes.
• You thrive in teams and enjoy getting things done together.
• You take ownership and build solutions, focusing on what matters.
• You do what is right, work with integrity and speak up.
• You share your humanity, helping us build a diverse and inclusive work environment for everyone.

What we are looking for

• Associate degree or equivalent
• 2-4 years experience
• Knowledge and Skills
• Excellent problem solving skills
• Strong organizational skills
• Strong verbal and written communication skills
• Ability to gather and consolidate data from various sources
• Excellent design and presenta