Administrative Assistant
Toronto, ON, CA, M5W2X6
1d ago

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.


As an Administrative Assistant you'll contribute to the overall success of Corporate and Investment Banking (CIB) team within Scotiabank’s Global Banking & Markets Division (GBM) in Canada, by providing high quality administrative support to assist in the execution of our business.

You'll ensure that all activities are in compliance with governing regulations, internal policies and procedures and will build strong partnerships across the Bank to provide support for the team.

Is this role right for you?

You will be responsible for :

  • Responsible for prioritizing workload to ensure the group’s objectives and deadlines are met. Acts as a culture carrier, monitoring adherence to policies and escalating as required.
  • Establishes sound business relationships by providing courteous and efficient assistance to both internal and external clients.
  • Comprehends and adheres to policies implemented by the Global team; coaches and ensures CIB team has support to evidence they are in compliance with policies and procedures Actively pursues effective and efficient operations of his / her respective areas, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational risk, regulatory compliance risk, AML / ATF risk and conduct risk
  • Champions a high-performance environment and contributes to an inclusive work environment
  • Client Related Support Calendar management : Coordinates team schedules and arranges client meetings as requested. Coordinates logistics of meetings, including room bookings and requesting technical, audio-visual and catering support as required.
  • Travel : Arranges and coordinates travel including international travel, schedules and follows up on reservations and itineraries, Travel visas (where required), etc.

    Expense Management : 1. Compiles receipts and prepares extensive expense reports for approval and payment, ensuring timely completion and proper client coding.

    2. Prepares and submits invoices to Accounts Payable for processing. Follows up with AP regarding outstanding items. Client Interactions : Assists with maintenance of client-related data (names, titles, contact details, etc using both Excel and Salesforce), update of client call reports, etc.

    Client files / materials : Organizes, copies and maintains administrative files, correspondence and other records / materials as required.

    Assists with pitch book binding if required, using in-house binding system Office phones : Answers and screens telephone calls on a multi-line system, arranging conference calls and videoconferencing using Scotia preferred vendors

  • Assumes ad hoc projects as they arise in support of management, including the gathering and compiling of data from various sources for weekly meetings, organizing and managing logistics for client events (including venue booking), researching and tracking key client dates (AGMs, quarterly IR calls, etc.
  • and ensure team is assigned to attend / call-in, etc.

  • Responsible for drafting and / or reviewing communications for distribution to executive level management.
  • Business Management / Admin Team Support Assist with onboarding and offboarding of new / terminated employees, coordinating with HR, Technology and Facilities Point of contact for visiting staff.
  • Pre-registers all guests, including employees from other locations. Assumes local support including assigning office passes, desk space, room bookings, etc.

    Acts as an alternate resource / backup for the other Administrative Assistants during lunch hours, breaks, end of day, illness and other absences, and shares in Admin Team responsibilities to support sector team and CIB business

    Do you have the skills that will enable you to succeed in this role?

    We'd love to work with you if you have :

  • Minimum High School Diploma (Grade 12) level high school completion
  • Minimum 7 years in a related administrative role requiring significant multi-tasking preferably in Financial Services Industry
  • Extensive experience in calendar, expense and travel management, supporting executive level management teams
  • Strong technical skills and knowledge of MS Office 2010(e.g. Word, Excel and PowerPoint)
  • Excellent coordination, organizational, time-management and work prioritization skills
  • Attention to detail, resourceful, and diligence in follow-up
  • Communicates clearly, articulately and succinctly in both oral and written form, with the ability to communicate to all levels within the organization.
  • Flexibility, high tolerance for change and an ability to learn quickly
  • Ability to handle sensitive materials under the pressure of last minute deadlines
  • Desire to be proactive and create a positive experience for others
  • Please note that you'll also :

  • Work in a standard office-based environment; an ability to work overtime hours as required, often with short notice.
  • Support approximately 15-20 staff, including Industry and / or Desk Heads
  • Provide critical support to CAN GBM senior leadership (non GBM Executives)
  • Liaise with Technology, HR, Facilities and Finance to ensure proper workflow required to support team
  • Partner with US and Canada assistants to support smooth travel of staff between offices
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