Administrative Assistant - FICC (Fixed Income, Currencies and Commodities)

Scotiabank•New York, NY

1d•$61,200 - $101,800•Onsite

About The Position

The Administrative Assistant provides confidential executive and administrative support to the Fixed Income, Currencies and Commodities (FICC) team within Scotiabank’s Global Banking & Markets business in New York City. The role supports more than five senior executives and six junior staff, helping the team execute its business strategies while ensuring activities comply with applicable regulations, internal policies, and procedures. The position manages complex calendars, domestic and international travel, expense reporting, invoices, meeting logistics, client database updates, phone messages, and document preparation. It also supports effective administrative operations by improving processes, applying sound judgment to resolve or escalate day-to-day issues, mentoring junior administrative team members, and providing courteous service to internal and external clients. The role contributes to a high-performance, inclusive work environment and supports adherence to operational risk, regulatory compliance, AML/ATF, and conduct requirements.

Requirements

Post-secondary training in business administration, or an equivalent combination of education and related experience.
Five to seven years of experience in a business administration support function; financial services experience is preferred.
Extensive experience managing expenses.
Strong technical skills and knowledge of Microsoft Office 2010.
Excellent coordination, organizational, time-management, and work-prioritization skills.
Attention to detail, resourcefulness, and accountability in follow-up.
Proactive problem-solving skills and the ability to make decisions independently.
Clear, articulate, and concise oral and written communication skills, including the ability to communicate with all organizational levels.
Flexibility, tolerance for change, and the ability to learn quickly.
Ability to handle sensitive materials under pressure from last-minute deadlines.

Nice To Haves

Experience in a business administration support function within the financial services industry.

Responsibilities

Provide confidential executive support to a team of more than five senior executives and six or more junior staff.
Prepare and submit monthly expense reports, compile receipts, apply client coding, and follow up on outstanding Accounts Payable items.
Prepare and submit invoices to Accounts Payable for processing.
Prioritize client-facing work alongside competing internal business demands.
Manage team calendars, anticipate scheduling conflicts, and propose alternative arrangements.
Coordinate complex domestic and international travel using Bank-supported booking portals and approval systems, including travel pre-approvals.
Plan meetings and events, manage invitations, technology requirements, catering, and meeting document preparation.
Maintain accurate client information in Salesforce.
Answer phones and take messages as appropriate.
Review the execution of administrative work and assess outcomes for future reference.
Promote a customer-focused culture, strengthen client relationships, monitor adherence to policies, and escalate issues as required.
Provide input on developing and improving processes and procedures, and follow global administrative policies.
Guide and mentor junior members of the Admin Team.
Use judgment and expertise to resolve or escalate day-to-day administrative support matters.
Provide courteous and efficient assistance to internal and external clients.
Support effective daily operations and controls related to operational risk, regulatory compliance, AML/ATF, and conduct requirements.
Contribute to an inclusive, high-performance environment and support team development and succession planning.
Perform other duties as required.