Administrative Assistant

Join one of Montreal’s Top Employers in 2026. We are a leading international banking institution fully committed to building a more sustainable future. The position at a glance The Administrative Assistant ensures the Front Office of Global Markets & Banking Americas operates with maximum efficiency by delivering reliable, high‑quality administrative support. This role strengthens BNP Paribas’ commitment to client‑focused service and operational excellence across North America. The Administrative Assistant will report into one of the New York Platform Services Team (PST) Managers, and will partner and coordinate with other assistants in the team to ensure seamless coverage is provided to all our staff. In detail The team members are responsible of the following activities: Coordinate domestic and international travel, including visa processing, to keep senior staff on schedule and compliant with corporate travel policies. Manage calendar and meeting logistics for priority clients, using Microsoft Outlook and Teams, to guarantee timely and well‑organized engagements. Process expense reports and invoices through Concur and Ivalua, ensuring accurate cost control and timely reimbursement. Arrange room bookings, event spaces, and catering for client roadshows, team‑building activities, and internal workshops, supporting seamless event execution. Serve as the single point of contact for visiting employees and external guests, providing welcoming and professional reception. Maintain and update email distribution lists and telephone routing in Outlook, facilitating clear internal communication. Produce and update presentation materials in PowerPoint, delivering polished visual support for senior stakeholder meetings. Partner with administrative colleagues across locations to provide continuous coverage, especially when teammates are off‑desk, ensuring uninterrupted support for the Global Markets & Banking staff. Execute ad‑hoc projects assigned by management, applying a forward‑thinking and collaborative approach to meet strategic objectives. Work conditions: This position provides for standard working conditions in an office and a normal work schedule from Monday to Friday. This position requires little travel. The Strengths And Skills That Will Help You Succeed While the description below describes our ideal candidate, we encourage applicants to apply even if they do not fully meet the complete list of qualifications noted Bachelor’s degree in Business Administration, Finance, or a related field. The knowledge of English and French is required.* Minimum 3 years of proven experience as an administrative assistant within a financial institution. Manage calendar and meeting coordination for senior stakeholders, leveraging Microsoft Outlook to optimize time allocation. Process travel bookings and visa applications, using Concur to maintain compliance and efficiency. Oversee expense claim and invoice processing, applying Ivalua to ensure accurate financial reporting. Organize and execute internal and external events, employing strong project‑management skills to meet logistical deadlines. Provide clear and professional communication with clients and visitors, demonstrating discretion and confidentiality. Collaborate with cross‑functional administrative teams, fostering a supportive network that guarantees seamless coverage. Produce polished presentations and reports in PowerPoint and Excel, enhancing stakeholder communications. Coordinate phone and email communications, maintaining up‑to‑date distribution lists for effective information flow. Given the vast majority of our clients, both internal and external, are based outside of Quebec and Canada, specific language requirements may apply. Professional working proficiency in French and English languages are required. What’s In It For You Alongside a competitive compensation, we provide a comprehensive suite of flexible benefits designed to support your health, wellbeing, and long term success: Health & Wellness – A menu of flexible options for you and your family, including a 24/7 telemedicine service. Mental Health Support – Up to $5,000 per year for sessions with mental health practitioners, plus unlimited access through our Employee Assistance Program. Financial Benefits – A defined contribution pension plan and a range of additional financial perks. Paid Volunteering Days – Take time off to give back to the community. Learning & Development – Access to high quality training, personal development programs, and clear pathways for internal career progression across our global organization. Work place flexibility – Hybrid work is available for most roles. You’ll be required in the office at least three days per week, with one of those days being either a Monday or a Friday. To find out more about our range of benefits, click hre Diversity, Equity and Inclusion (DE&I) at the heart of our commitments BNP Paribas is committed to fostering a work environment where all employees can feel heard, valued, safe and supported, and can be their authentic selves. BNP Paribas recruits, employs, trains, compensates and promotes regardless of race, religion, colour, national origin, sex, disability, age, and other protected status (Employment Equity Act and Canadian Human Right Act). To learn more about our DE&I commitments, click here About Us BNP Paribas, the leading bank in the European Union and a major global financial institution, operates in 63 countries and has nearly 178,000 employees. Its mission is to foster a responsible, sustainable economy by financing and advising clients to the highest ethical standards while addressing environmental, regional development, and social inclusion concerns. With over 1,700 employees in Montreal and Toronto, BNP Paribas in Canada strives to develop long-term relationships with its clients by supporting their business strategies and meeting their financing and investment needs, both locally and abroad. Our certifications and partnerships Canada’s Top Employers for Young People 2026 Montreal’s Top Employers 2026 Canada’s Best Diversity Employers 2026 Women in Governance Platinum-Parity Certification LinkedIn Top Companies 2024 What You Need To Know BNP Paribas is committed to accessibility and inclusion. During the recruitment process, accommodation needs are available at all times for candidates. You will have the chance to make a request for an accommodation during your application. You must be legally eligible to work in the Greater Montreal area and, if applicable, hold a valid work or study permit. Physical presence in BNP Paribas’ office(s) is an essential function of this position; If you are applying and accepted to a position which requires working in/for the U.S. securities industry, you will be required to provide your fingerprints and undergo additional background checks by the FBI. BNP Paribas Securities Corporation is required to maintain a supervisory program over the conduct of its Associated Persons; some of your personal data will be transmitted to the United States of America and made available to US regulators. Please reach out to BNPP for additional information; or you can also find an overview here: 3110. Supervision FINRA.org Do you want to discover other BNP Paribas offers in Canada? Click here: BNP Paribas in Canada Our job offers Protect yourself from fraudulent job postings. Emails about jobs at BNP Paribas will always come from addresses ending @bnpparibas.com @us.bnpparibas.com, @ca.bnpparibas.com, or @br.bnpparibas.com. You should be suspicious of emails regarding employment with BNP Paribas coming from any other domains and should not respond. BNP Paribas will never send payments to or request payments from candidates for positions posted by BNP Paribas.

The Administrative Assistant provides high-quality administrative support to the Front Office of Global Markets & Banking Americas to ensure operational efficiency. Key duties include managing calendars, coordinating international travel, processing expenses, and organizing client events.

Candidates must have a bachelor's degree in Business Administration, Finance, or a related field and professional proficiency in both English and French. A minimum of 3 years of administrative experience within a financial institution is required.

• Health & Wellness • Telemedicine Service • Mental Health Support • Employee Assistance Program • Defined Contribution Pension Plan • Paid Volunteering Days • Learning & Development • Hybrid Work

• Microsoft ExcelSouhaitée
• Gestion de projetSouhaitée
• Microsoft OutlookSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Calendar Management
• Travel Coordination
• Expense Reporting
• Event Planning
• Microsoft Outlook
• Microsoft Teams
• Microsoft PowerPoint
• Microsoft Excel
• Concur
• Ivalua
• Bilingual English and French
• Client Relations
• Administrative Support
• Visa Processing
• Project Management
• Financial Administration

• Administrative
• Finance & Accounting
• Management & Leadership

Formation minimale

Baccalauréat

Expérience minimale

2+ ans

Postuler avant le

4 oct. 2026

Langue de l’offre

anglais

Heures de travail

40 heures par semaine

Présence au bureau

3 jours par semaine

Niveau d’expérience

Mid-Senior level