Executive Assistant
Scotiabank
Toronto,   Ontario, Canada
36d ago

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

Position Title : Executive Assistant

JOB SUMMARY :

Canadian Banking & Technology (CBT) drives value for the Canadian Banking business unit as well as overall IT&S at Scotiabank, by aligning multiple stakeholders and priorities to support the overall strategic vision.

CBT focuses on creating a high-performance culture to continue to improve the quality of the products we deliver to our customers.

A performance-oriented culture means aligning beliefs, values and actions to support business objectives.

Reporting to two Vice Presidents, the Executive Assistant is responsible for providing senior administrative support to executives in Canadian Banking & Technology division.

The Executive Assistant contributes to the overall success of the department by ensuring specific individual goals, plans and initiatives are delivered in support of the team’s performance-

oriented culture and business objectives.

KEY ACCOUNTABILITIES :

1. Support Vice Presidents (VPs) in day to day management of their schedules by :

  • Establishing and co-ordinating calendars
  • Arranging / scheduling appointments and travel arrangements
  • Anticipating scheduling conflicts / problems and providing alternatives
  • Acting on email requests received on behalf of the VP’s
  • 2. Organize meeting / conference facilities by :

  • Assessing and seeking out the most appropriate venue for meetings based on size, type and attendees.
  • Arranging bookings and equipment / materials for conference rooms
  • Meeting with outside service providers (conference centers / hotels / caterers) and making recommendations on facility alternatives
  • Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference
  • 3. Support the VP’s with correspondence by :

  • Co-ordinating and facilitating the release of significant communications or launches by liaising between groups, both internal and external, to ensure timely delivery of materials & projects
  • Preparing presentations from written material / rough drafts (Level 2 Complexity e.g. Power Point).
  • Sorting and organizing incoming and outgoing mail
  • Dealing with correspondence as appropriate (responding, delivering, filtering).
  • Producing material from written copy / rough notes (i.e. letters, memos, reports)
  • Proofreading work / output against source documents.
  • Setting up and maintaining filing & database systems.
  • 4. Provide administrative support by :

  • Monitoring / ordering / storing stationery supplies, including arranging for off-site storage and destruction of files / records.
  • Gathering statistical information, presenting in organized formats and conducting simple analysis.
  • Formatting and producing reports and spreadsheets (Level 2 Complexity advanced formulas);
  • Maintaining records and information to ensure and control security access
  • Manages all building & service related issues and submits requests for repairs / installations and collections
  • Responds to requests for technical assistance relating to standard software issues
  • 5. Assist in maintaining the VP’s / department’s expense and other budgets by :

  • Preparing entries / transactions and supporting documentation to process payments.
  • Recording and documenting data to track, monitor and control expenses.
  • Providing supporting information, such as statistical reports, to management to support decisions.
  • 6. Provide HR administration / recruitment support by :

  • Calculating & processing salary adjustments, if applicable
  • Ensuring maintenance / completion of monthly / annual reports (e.g. staff plans, vacation / absentee records, PAR’s);
  • Ensure appropriate documentation is on file to support STIP / LTD / Maternity Leaves, if applicable;
  • Conducting onboarding, orientation and documentation for new hires.
  • FUNCTIONAL COMPETENCIES :

  • 5+ years of working experience as an Executive Assistant in a medium to large sized company, supporting one or more executives
  • Strong English verbal / written communication skills
  • Proficient PC skills, including advanced knowledge of all MS Office Suite of products (e.g., Word, Powerpoint, Excel, Outlook).
  • Comfortable with numbers & a fast-paced work environment
  • A high level of discretion required when dealing in confidential matters.
  • Good presentation skills & the ability to organize, act with urgency and multi-task
  • EDUCATIONAL REQUIREMENTS :

  • College diploma in Administration Assistant program or a related field is highly desired.
  • Related professional related training is an asset
  • Location(s) : Canada : Ontario : Toronto

    As Canada’s International Bank, we are a leader when it comes to inclusion. We are a diverse and global team, speaking more than 100 languages with backgrounds from more than 120 countries.

    We value the unique skills and experiences each individual brings to the bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone.

    Candidates selected for an interview will be contacted directly. If you require accommodation during the recruitment and selection process, please let us know.

    We will work with you to provide as seamless a recruitment experience as possible.

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