Scotiabank Executive Assistant - Toronto, ON in Toronto, Ontario

Executive Assistant - Toronto, ON

Requisition ID: 46620

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

Job purpose

Provides efficient and confidential administrative support to the Sr. Vice President (SVP), Customer Experience and Omni Channel Strategy. The incumbent is responsible for independent prioritization of the workload to ensure the identified objectives and deadlines are met and ensure internal and external clients are handled in a courteous and friendly manner.

The Executive Assistant contributes to the overall success of the department by ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.

Key accountabilities

  1. Support the senior officer in day to day management of schedule and correspondence by:

  2. Establishing and coordinating calendars

  3. Arranging/scheduling appointments on behalf of the officer

  4. Anticipating scheduling conflicts/problems and providing alternatives

  5. Providing receptionist support by screening/referring incoming calls/visitors

  6. Acting on telephone / mail requests received in the senior officer’s absence

  7. Dealing with correspondence as appropriate (responding, delivering, filtering based on knowledge of work)

    1. Organize meetings / conferences by:
  8. Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees

  9. Arranging bookings for boardrooms / conference rooms (internal)

  10. Arranging for equipment and materials for meetings as appropriate

  11. Meeting with outside providers of service (conference centres / hotels / caterers)

  12. Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference

  13. Preparing invitations for sign off by senior officer

  14. Tracking responses of meeting attendees, following up as appropriate

  15. Booking travel arrangements, ensuring all requirements of officer are met

  16. Provide administrative and project related support by:

  17. Verifying telephone bills/expense statements/preparing and submitting reports

  18. Track completion of action items from meetings

  19. Assist in maintaining the senior officer / department’s expense and other budgets by:

  20. Preparing entries / transactions and supporting documentation to process payments

  21. Recording /inputting / documenting data to track, monitor and control expenses

  22. Providing supporting information reports to management to support decisions

  23. Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions

  24. 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, including but not limited to responsibilities under the Operational Risk Management Framework, Regulatory Compliance Risk Management Framework, AML/ATF Global Handbook and the Guidelines for Business Conduct

  25. Champions a high performance environment and contributes to an inclusive work environment.

Education/Work experience/Designations

Ability to work well as a team player and independently; proactive and flexible; adaptable to change; comfortable working in a fast paced environment and with multiple and shifting priorities.

  • Excellent technology skills (MS Office, Outlook, Internet Explorer, etc.) and sound knowledge of business/bank terminology and departmental procedures

  • Excellent organizational / time management skills to handle a fast-paced (sometimes stressful) environment; able to quickly comprehend instructions, independently prioritize multi-person workloads, take ownership of and ensure assignments are completed accurately and deadlines are met

  • Demonstrates strong verbal and written communications skills, with the ability to communicate effectively within all levels of the organization; ability to maintain harmonious relationships with co-workers within Canada and internationally and with various external contacts

  • Ability to work overtime as required, often with short notice (sporadic)

  • Conducts oneself in a highly professional manner and operates with a high degree of discretion and confidentiality

  • College diploma or equivalent work experience. Previous experience in the banking or brokerage industry or a law firm would be 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.