Administrative Assistant

Story Behind the Need

• Business group: Successful candidate will provide advanced administrative support to the Financial Institutions team (11 team members). Members of these teams are based both in Boston and Toronto (most are located in Toronto).
• Project: N/a

Typical Day in Role

• 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. – This responsibility is currently covered by an existing resource, the successful hire could take this on should they have the ability/skill to do so
• 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.
• 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.
• 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.
• Other duties as assigned

Candidate Requirements/Must Have Skills:

1. 2 years of previous administrative experience
2. Typing and proficiency in Windows based computer applications (Microsoft Office) and the operation of office equipment
3. Ability to gather and consolidate data from various sources
4. Ability to set priorities, handle multiple tasks, meet deadlines and handle confidential information

Nice-To-Have Skills:

• Experience with Concur, MyCWT

Soft Skills

• Excellent problem solving skills
• Strong organizational skills
• Strong verbal and written communication skills
• Detail oriented
• Flexible and adaptable to rapidly changing priorities
• Ability to learn expense/travel management systems