Administrative Assistant
Scotiabank
Toronto, ON, CA
4d ago

Requisition ID : 67449

Join the Global Community of Scotiabankers to help customers become better off.

Purpose

Contributes to the overall success of Global Investment Banking business by providing confidential administrative support to teams of Investment Bankers.

Supports Investment Banking professionals and Strategy and Business Management team with various projects and day-to-day work flow as team works to build client relationships, generate revenue and execute on deal flow, in a Capital Markets setting.

Accountabilities

  • Responsible for prioritizing workload to ensure the group’s objectives and deadlines are met.
  • Answers and screens telephone calls on a multi-line system, arranging conference calls and videoconferencing using Scotia preferred vendors.
  • Coordinates Investment Bankers’ schedules and makes appointments as requested. Coordinates meetings, including room bookings and requesting technical, audio-
  • visual and catering support as required.

  • Arranges and coordinates extensive travel , schedules and follows up on reservations and itineraries. Assists with procuring Travel Visas through preferred third-party service.
  • Compiles receipts and prepares extensive expense reports for approval and payment, ensuring timely completion and proper client coding.
  • Follows up with AP regarding outstanding items.

  • Organizes, copies and maintains administrative files, correspondence and other records / materials as required.
  • Supports client activities of the team Assists with pitch bok binding if required, using in-house binding system. Assists where pssible with company research via the Internet, Library and other on-
  • line services. Also may be required to contact companies directly to update contact information. Assists with maintenance f client-

    related databases (using both Excel and Salesforce). Schedules and cordinates client meetings in an efficient manner

  • Assume ad hoc projects as they arise in support of management and their client strategy, including the gathering and compiling of data from various sources for weekly meetings, organizing and managing logistics for client events, researching and tracking key client dates (AGMs, quarterly IR calls, etc) and ensure team is assigned to attend / call-in, etc.
  • Support key tasks as required to ensure Montreal office and team are supported, including following : Management f the Canadian Club membership.
  • Management f the Donation requests and budget Management f the box at the Bell Center Responsible for the kitchen supplies and office supplies Act as liaisn agent for the maintenance of the office with the building maintenance manager.

  • Establishes sound business relationships by providing courteous and efficient assistance to internal and external clients.
  • Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
  • Champions a high performance environment and contributes to an inclusive work environment.
  • Performs other duties as required.
  • Requirements

  • Minimum High School Diploma (Grade 12) level high school completion
  • Minimum 3 years in a related administrative role requiring significant multi-tasking preferably in Investment or Client Service industry.
  • General knowledge of the Financial Services Industry an asset
  • Strong technical skills and knowledge of MS Office 2010
  • Excellent coordination, organizational, time-management and work prioritization skills
  • Demonstrated verbal and written communication skills, 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
  • Working Conditions

  • Work in a standard office-based environment; an ability to work overtime hours as required, often with short notice.
  • Limited travel requirements
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