Senior Administrative Assistant, Office of the CEO

Job summary

Provide proactive administrative and operational support to the Chief of Staff and Office of the CEO, including managing the CEO’s calendar, meetings, travel, correspondence, and briefing materials. Handle incoming requests, expenses, records, and follow-up while coordinating with administrative colleagues and supporting special projects and emerging priorities.

Job details

Senior Administrative Assistant, Office of the CEO About the Canadian Bankers Association: The Canadian Bankers Association is the voice of more than 60 domestic and foreign banks that help drive Canada’s economic growth and prosperity. The CBA advocates for public policies that contribute to a sound, thriving banking system to ensure Canadians can succeed in their financial goals. cba.ca/about-us/careers-at-cba Title: Senior Administrative Assistant Division: Office of the CEO Location: Toronto Reports to: Chief of Staff Overview: The Senior Administrative Assistant provides proactive, high-level administrative and operational support to the Chief of Staff and plays a key role in the effective operation of the Office of the CEO. The role supports the management of the CEO’s complex calendar, meetings, travel, correspondence, briefing materials, incoming requests, expenses, records, and administrative follow-up, ensuring priorities are well organized and commitments are carried through. Working closely with the Chief of Staff and administrative colleagues, the Senior Administrative Assistant anticipates needs, exercises discretion and sound judgment, manages competing priorities, and builds trusted relationships with executives, member banks, government and industry stakeholders, and colleagues across the organization. Key Responsibilities: Support the Chief of Staff with: Managing the CEO’s complex and frequently changing calendar and ensure the schedule reflects organizational priorities Coordinating meetings for the CEO, including scheduling, invitations, agendas, meeting rooms, technology, catering, briefing materials, attendance details Ensuring priorities are organized, deadlines are met, and commitments are followed through Coordinating the CEO’s domestic and international travel, including itineraries, transportation, accommodation, meeting logistics, travel documentation Preparing, editing, formatting, and proofreading correspondences, presentations, reports, briefing packages, agendas, meeting notes, and other executive materials for the CEO Managing incoming requests, calls, correspondence, and invitations for the CEO’s office, identifying priorities, responding or redirecting appropriately Processing the CEO’s invoices, expense reports, memberships, registrations, and assist with tracking the Office of the CEO budget Maintaining accurate, confidential, and well-organized electronic records, contact lists, templates, distribution lists, and shared files in accordance with organizational practices Collaborate with administrative colleagues to coordinate coverage, share information, maintain consistent practices, and support efficient service across the organization Undertake special projects and provide additional administrative support during peak periods, absences, or emerging priorities, as required Key Qualifications, Abilities, and Skills Post-secondary education in business administration, office administration, or a related discipline, or an equivalent combination of education and experience Minimum of five years of progressively responsible administrative experience, including substantial experience directly supporting a senior executive Demonstrated ability to manage complex calendars, executive travel, senior-level meetings, events, and competing priorities with accuracy and initiative Exceptional judgment, discretion, diplomacy, and respect for confidentiality when handling sensitive executive and organizational matters Excellent written and verbal communication skills, with strong proofreading, editing, formatting, and attention to detail Highly organized, proactive, resourceful, and dependable, with the ability to anticipate needs and work independently in a fast-paced environment Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Excel, Teams, SharePoint, and virtual meeting platforms; comfortable with learning and using new digital tools such as Microsoft Copilot Ability to work occasional extended hours when required to support executive priorities and events Knowledge of French is an asset

What you’ll do

Provide proactive administrative and operational support to the Chief of Staff and Office of the CEO, including managing the CEO’s calendar, meetings, travel, correspondence, and briefing materials. Handle incoming requests, expenses, records, and follow-up while coordinating with administrative colleagues and supporting special projects and emerging priorities.

Requirements

Requires post-secondary education in business administration, office administration, or a related discipline, or an equivalent combination of education and experience, plus at least five years of progressively responsible administrative experience, including substantial direct support to a senior executive. Candidates should demonstrate strong executive coordination, communication, discretion, organization, and Microsoft 365 skills; French is an asset.

Listed skills

• written communication · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Prioritization · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Calendar Management
• Travel Coordination
• Meeting Coordination
• Prioritization
• Written Communication
• Proofreading And Editing
• Confidentiality
• Discretion And Judgment
• Organization
• Attention To Detail
• Expense Processing
• Records Management
• Microsoft Outlook
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Excel

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting