Executive Assistant

Role overview

HM is in need of executive admin coverage for the West Region Private Bank. This coverage supports our team of eight (8) West Coast based Private Bankers and ancillary PB team members.

The Opportunity

This Executive Assistant role provides administrative and secretarial support to an assigned senior or executive manager (Global Career Band 3 and above) or a group of employees. You’ll manage a wide range of tasks that often involve confidential information and require sound judgement and attention to detail. The role supports effective day-to-day operations through disciplined organization of records, correspondence, meetings, travel and reporting. You’ll also help maintain strong governance by ensuring compliance and operational risk controls are followed in line with the bank’s regulatory standards and policies. Success means leaders stay focused on priorities because the administrative running of their area is well-managed with clear communications and reliable follow-up.

What you’ll be doing

• Complete confidential administrative and secretarial support activities aligned to the needs of the assigned area
• Research information and data then maintain department records and filing systems
• Develop and produce reports and presentations for senior stakeholders
• Produce letters, reports, memoranda, forms and schedules using PC-based software packages or other typing equipment
• Compose written materials from general outlines or using your own initiative as appropriate
• Schedule appointments and meetings then arrange travel accommodations
• Screen mail, correspondence, phone calls and visitors then take appropriate action using initiative and judgement
• Embed compliance and operational risk controls in line with regulatory standards and policies

What we’re looking for

• Bring proven administrative or secretarial experience or equivalent
• Demonstrate strong typing capability and proficiency with personal computers as well as relevant systems and software packages
• Apply strong customer service, problem-solving and organizational skills in day-to-day delivery
• Anticipate senior or executive manager needs and prioritize effectively across competing requests
• Operate independently and handle a broad set of responsibilities with minimal day-to-day guidance
• Communicate effectively with all levels of personnel in a courteous and efficient manner
• Exercise discretion when handling confidential matters
• Apply extensive knowledge of company policies and practices or bring equivalent demonstrable experience

Supporting leaders at pace

If you’re looking for a role where your work enables senior leaders to stay focused on the decisions that matter this is an opportunity to make a visible impact every day. You’ll partner closely with leaders and teams to keep priorities moving through effective planning, communication and follow-up. You’ll also help maintain strong governance through consistent attention to compliance and operational risk controls.