Executive Administrative Assistant

Job Description

What is the opportunity?

• Coordinates administrative and support functions for one or more executives or management personnel in Wealth Management. Has expert organizational knowledge and deep understanding of the operational environment.

• Supporting one or more upper management personnel in Wealth Management for all administrative needs. Scheduling meetings and making travel arrangements, processing expense claims. Creating and developing visual presentations for Capital Markets senior executives; organizing and prioritizing a large volume of incoming calls. Maintaining confidential and non-routine information and acting as project manager for special projects pertaining to Wealth Management executive staff. Developing reports and composing, critiquing and editing correspondence, as well as interfacing effectively with all levels of personnel.

The primary purpose of this position is to provide administrative support for the Head of US WM Operations and coordinate employee engagement activities for Operations.  The individual is responsible for creating an engaging office environment and positive interactions with all visitors and staff.  This individual interacts extensively with various business lines as well as the functional units within the firm, providing service and support to both internal and external customers.  The individual in the position is expected to be a knowledgeable senior level liaison for both Operations and RBC Wealth Management.  The individual in the position is responsible for assuring that the Head of Operations and Executive Leadership Team has the administrative support necessary to ensure overall performance meets and exceeds the established industry and company standards for service, innovation and professionalism.

What will you do?

• Assisting in development of presentations. Creating and distributing project information to relevant parties.
• Taking meeting minutes and action items during meetings and performing basic follow-up.
• Maintaining the project database and reports; ensuring resources are available to all project team members.
• Supporting the project staff by facilitating project logistics such as meetings, conference rooms, conference calls, etc.

• Employee Engagement & Project Leadership
• Assist in planning, coordinating and/or leading employee engagement activities like Town Hall meetings, Service recognition, EDAC events, holiday celebrations, employee picnics, Operations Foundation, etc. 
• Organize and leverage technology required to support events (e.g. WebEx, video conferencing, etc)
• Develop proposals and work plans as required to support Operations activities.
• Serve as leader on business and functional employee engagement committees as required.
• Serve as project manager or project owner for Operations projects and represent Operations in cross-functional projects.
• Communicate regularly with senior management team and other relevant parties to keep impacted resources informed.

• Executive Administration
• Coordinate and maintain calendars for multiple parties to ensure that activities are properly arranged and prevent conflicts by prioritizing requests for meetings from colleagues and direct reports.
• Handle office duties, such as answering and routing phone calls, responding to emails, answering routine questions and requests from Operations employees, vendors and internal clients on behalf of the Head of Operations
• Represent the office of the Head of Operations in a professional manner to external clients, professional colleagues, vendors, etc. by directing their inquiries efficiently and confidentially.
• Focus on helping the Head of Operations & Executive Leadership Team coordinate a large amount of information, requests and competing priorities by handling any/all administrative duties on their behalf.
• Create and update documentation, meeting agendas/minutes, presentations, spreadsheets, organizational charts, and emails as needed.
• Coordinate travel for the Head of Operations; adjust itineraries and arrangements as necessary.
• Submit expenses on behalf of the Head of US WM Operations which conform to RBC’s expense policies and procedures.
• Assist and act as a resource for Operation’s staff.
• Order and maintain office supplies and equipment.

What do you need to succeed?

Must-have

• 4-year degree from an accredited university or equivalent OR High school diploma or equivalent AND 3+ years of securities, banking, technology and/or job specific industry experience.
• 1+ year prior securities, banking, technology industry and/or job specific related industry.