Administrative Assistant II

About the role

We are seeking an Administrative Assistant II to provide high‑level administrative support for a leading financial institution in Whitby. The role involves managing daily office operations, handling correspondence, and ensuring professional service to internal and external customers.

Key responsibilities

• Deliver high‑quality administrative support, maintaining professionalism in every interaction.
• Manage multiple tasks simultaneously while meeting deadlines.
• Prepare and finalize documentation such as reports, presentations, invoices, and correspondence with accuracy.
• Schedule and coordinate meetings, including booking facilities, arranging equipment, and handling refreshments.
• Maintain proficiency with department‑specific software and systems (e.g., MS Office, Lotus Notes).
• Respond promptly to inquiries, redirecting requests as appropriate.
• Collect, track, and organize data; process expense reports; manage calendars and files.
• Handle confidential information with discretion and escalate issues when necessary.
• Identify process improvements and take initiative to resolve issues.

Required profile

• Degree or diploma required.
• 2‑4 years of administrative experience, preferably in a financial or corporate environment.
• Customer service experience with strong communication skills.
• Excellent attention to detail, organizational ability, and flexibility.
• Ability to manage sensitive information responsibly.

Required skills

• Microsoft Word
• Microsoft PowerPoint
• Microsoft Excel
• Lotus Notes