Private Wealth Administrative Assistant

About the role

Provides administrative and office support to a private wealth business group in Waterloo. Responsibilities include records, databases, invoices, supplies, meetings, travel, communications, timesheets, premises changes, and routine issue resolution. Requires high school education or equivalent, basic office, communication, organization, and collaboration skills.

Responsibilities

• Maintain records, filing systems, databases, reports, forms, and other operational documentation.
• Process funding requests, budget invoices, capital expenditure invoices, and invoice discrepancy escalations.
• Coordinate work orders, office supplies, equipment maintenance, meetings, audio-visual arrangements, catering, and conference calls.
• Arrange management travel, prepare itineraries, answer phone lines, and resolve or escalate routine inquiries.
• Prepare and distribute correspondence, agendas, presentations, proposals, reports, emails, policies, and procedural updates.
• Verify timesheets, track attendance, coordinate premises changes, complete standardized tasks, and escalate non-routine problems.

Requirements

• High school diploma or equivalent work experience required.
• Certificate in Office Administration is desirable.
• Working knowledge of general office procedures and equipment, including photocopiers and printers.
• General knowledge of audio-visual equipment for training, demonstrations, maintenance, and troubleshooting.
• Basic verbal and written communication, organization, collaboration, and team skills in a business environment.

Role Details

• Based at 20 Erb Street West in Waterloo, Ontario.
• This position supports one or more business groups and completes tasks under supervision.
• Responsibilities must follow applicable policies, procedures, controls, laws, regulations, and the bank’s risk framework.