City : HALIFAX, Nova Scotia, Canada

Category : Operations

Industry : Financial/Banking

Employer : RBC

WHAT IS THE OPPORTUNITY?

The role is multi-faceted and responsible for providing integrated “One-RBC” support such as, event co-ordination, administration and reporting and overall administration for RBC’s Bedford E&IA Talent Hub, including 100 employees from 7+ teams across the Enterprise and T&O and enterprise-wide.  This role creates value working with senior leaders, cross functional partners and new employees in a highly agile and client-centric environment, including: responsibility for onboarding and technical set-up for all new employees, managing integrity and accuracy of real estate and floor/desk management plans and tools, supporting E&IA Halifax Director in the development and execution of employee engagement/advice activities and events,  assisting in development of business presentations, managing complex logistical planning and coordination of business activities and relocations to deliver exceptional and differentiated client experience including, but not limited to invoice & accounts payable, asset ordering/management and support and program support for special initiatives both within the Centre and externally with industry partners and academia.

Decision Support

• Accountable for the daily/weekly management and oversight of equipment and real estate, including all ordering, onboarding support, building administration and support,

• Oversee initial set-up/relocation of teams and equipment across all buildings in the complex and act as central point of contact for CRE, landlord, property management company and individual department leads

• Development of business presentations and materials for all new employees during onboarding, new team business case development and ongoing internal and external Centre events.

Client Support

• First point of contact with technology and premises issues and challenges ensuring quick resolution where possible, having minimal impact on client experience and related strategies.

• Liaises with other appropriate functional departments (ie. DSS, RBC IT, RBC Telecom, C.I.M. and National Office) to minimize client fulfilment disruption and client service commitments standards. (including ROE, as applicable)

• Execution of high-quality correspondence, documents and a high degree of courtesy and professionalism in all elements of office and employee communications, including the ability to coordinate events and presentations for various events (employee engagement, recruitment, external events) ;

• Assists in and coordinate preparation of proposals, presentations, and business cases, including data collection, preparation and assembly of materials;

• Demonstrate resourcefulness and effectively identify and resolve problems; including dealing with ambiguity; proactively take ownership of activities to ensure TSI team meets deliverables;

Event Planning & Analytics:

•  Effective end-to-end execution of complex logistical planning, including major corporate/RBC sponsored events for RBC’s E&IA Teams in Bedford, etc. ensuring collaboration with various business functions to ensure flawless execution of industry and academic events.

Business Administration and Coordination

Inventory / Asset Management:

• Order supplies and assets for all new team members joining the centre, provide technical support to onboard employees for all teams

• Collect assets when off-boarding staff, update tracking inventory, where required and maintain overall inventory of all Centre equipment, furniture and assets

• Maintains Centre seating plans across all buildings/floors, and monitors upcoming cohorts for changing needs as applicable

• Ensures positive experience for onboarding of Persons with disabilities (PWD’s) and existing employees by fulfilling all ergonomic assessment requests as provided by Recruitment and/or People Managers.

• Fosters overall efficiency and effectiveness of the ergonomic program, through collaboration with counterparts and HR contacts. Escalates unresolved concerns to Director as applicable

• Maintains working order of Conference/Collaboration/TelePresence Room Technology & Equipment

• Overall accountability and oversight for the issuance, retrieval and verification of all keys for building access, peds, offices, & fobs for the centre, as applicable.

• As applicable per site, Health & Safety Officer- including training of staff, identification of efficiencies, and identifying gaps with suggestions for closure.

Expenses:

• On monthly basis, process expenses and accounts payable requests, and balance to statements regularly review expenses and usage,

• Identify opportunities for cost savings at a Centre level, performing analysis and executing cost savings initiatives as identified, engaging senior leaders across all teams/departments as required

RBC Systems/MyMarketplace/MyProcurement orders/requests:

• Ability to effectively navigate internal systems and technology; place requests for supplies and keep records of approvals; ensure adequate supply items for office flow across all buildings and floors in the complex

Calendar Management: 

• Provide support including prioritizing scheduling and managing conflicts for all E&IA Centre events and activities;

• Provide support to all teams and visiting executives regarding booking team meetings, providing technical support as required.

• Proactively seek opportunities to provide additional value-added service to ensure all established deadlines/commitments are met.

Travel Arrangement:

• Managing detailed executive travel arrangements (flights, cars, itineraries) as required.

Skills Required:

• 2+ years’ experience in providing operational and complex logistical event planning, administration and coordination supporting management

• Experience in client relationship management and managing multiple priorities

• Operations support experience;

• Problem resolution & comfort with ambiguity at Business/Function level;

• Exceptional planning and logistical skills, including experience coordinating and planning Events;

• Strong attention to detail and privacy/confidentiality;

• Strong organizational and data management skills;

• Strong interpersonal and diplomacy skills and comfort in dealing with cross functional RBC partners

• Outstanding verbal and written communication skills;

• Fully proficient with MS Office (Word, Excel, PowerPoint, and Outlook and various other RBC operational systems;

• Ability to multi-task and prioritize and work independently under tight deadlines in a fast-paced environment;

• Ability to work well within a team environment and take ownership of team deliverables;

• Ability to work efficiently and accurately with minimal supervision

• Demonstrated ability to assume project related tasks

• Proven experience creating and implementing reporting and processes;

• Demonstrated use of continuous improvement methodologies;

• Ability to work effectively in situations involving rapid change, shifting priorities, and/or simultaneous demands;

• Ability to prioritize work based on requirements of multiple stakeholders;

• Strong scheduling and expense management capabilities;

• Effective at working  and communicating with senior leaders;

• Financial acumen

Nice to have:

• Working knowledge of PC and PC tools and RBC Procurement Systems – Access, Excel, Microsoft suite, SharePoint

• Social Media Profile Management

• Strong continuous improvement skills

• Financial Acumen

• Business Analysis

• Strong communication skills, problem resolution

• Sound organizational knowledge with operational mindset

• Ability to gather and analyze relevant information clearly and effectively

• Multi-tasking in rapid change

What’s in it for you?

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.

• A comprehensive Total Rewards Program including bonuses and flexible benefits, competitive compensation, commissions, and stock where applicable

• Leaders who support your development through coaching and managing opportunities

• Ability to make a difference and lasting impact

• Work in a dynamic, collaborative, progressive, and high-performing team

• A world-class training program in financial services

• Flexible work/life balance options

• Opportunities to do challenging work