Executive Assistant and Corporate Secretary Administrator

Scotiabank • Toronto, ON

1d • Onsite

About The Position

Directly supports the Vice President, Bank Governance and Corporate Secretary and the Vice President, Subsidiary Governance (collectively, the “VPs”), as well as provides administrative and corporate governance support for departmental activities contributing to the overall success of the Corporate Governance Office and Corporate Secretary’s Department globally. Ensures specific individual goals, plans, and initiatives are executed and delivered in support of the team’s business strategies and objectives. Ensures all activities conducted comply with governing regulations, internal policies and procedures.

Requirements

• 3-5 years’ experience as a law clerk/paralegal/legal assistant and/or administration with similar experience in a legal, regulatory or corporate secretarial function of a public company.
• Excellent written/verbal communications skills.
• Ability to use judgment in anticipating and initiating appropriate action.
• Highly organized and ability to multi-task.
• Ability to work under pressure to meet deadlines.
• Proven experience interacting with senior management.
• Ability to handle sensitive or private information with tact and discretion.
• Self-starter with ability to work with minimal supervision.
• Ability to work in a collaborative manner within the department and with staff in other departments.
• Advanced knowledge of MS Office and software tools as applied to the position including, Word, Excel, PowerPoint, Outlook and Adobe Acrobat.

Nice To Haves

• Post-secondary education or equivalent; Member of The Institute of Law Clerks of Ontario or post-secondary Diploma in Legal Administration would be considered an asset.
• Financial services experience would also be considered an asset.
• Knowledge of the business and regulatory environment in which the Bank operates would be considered an asset.
• Ability to speak in French or Spanish would be considered an asset.

Responsibilities

• Provides a variety of complex and routine administrative and governance support for the VPs.
• Maintains daily calendar and schedules meetings of the VPs.
• Receives inquiries and identifies priorities for the attention of the VPs.
• Arranges and coordinates domestic and international travel.
• Administers expenses, including expense tracking and preparation of expense reports, clearing corporate cards in the Travel and Entertainment (T&E) platform and processing invoices, and recovering expenses from subsidiaries.
• Develops and maintains a filing system.
• Performs a variety of other administrative duties and support as required. This includes regular interaction with members of the Board and executive management across all business lines and corporate functions, the internal and external auditors, regulators, shareholders and other stakeholders.
• Supports the VPs with the development and distribution of strategic department communications to ensure the strategy, goals and department initiatives are understood globally.
• Supports the development and distribution of documentation including procedures, presentations, correspondence, attestations, and business plans.
• Oversees the centralized tracking and record maintenance of employee vacation, remote work and absences, BCP contact lists and learning development.
• Supports the planning and execution of department events including team meetings, town halls, strategy sessions, conferences, and celebrations.
• Supports the onboarding and offboarding activities of employees within the department, which includes requesting equipment set-up and system access.
• Coordinates logistics related to the Bank’s Board and Committee meetings and related matters. This would involve complex calendaring related to meeting notices/invitations, tracking attendance, preparing Board and Committee attendance sheets and seating plans, arranging transportation (air and ground), accommodation, event space, food/beverage, technology, etc. as well as providing meeting day set-up and support, and processing of related expenses. This activity involves liaising with both internal departments including communications, events, technology, and many external service providers. Ensures hotel and land transfer arrangements are made for out-of-town directors and liaises with directors’ offices; secures a hotel contract annually with the preferred supplier.
• Coordinates meetings for the Chair of the Board and directors with executive management and external stakeholders.
• Monitors the Board Services’ general inbox, responding to logistical inquiries, ensuring dissemination of information to other Board Services team members and follow-up on matters, as necessary.
• Executes information management and disposition processes, both paper and digital, in compliance with Bank’s records management policies and procedures and considering department requirements, including the creation, organization, maintenance, classification and disposition of records.
• Provides support and assists the department with records management initiatives and provides guidance and training on the Bank’s records management requirements.
• Assists with various regulatory, internal and external audit requests, as required.
• Supports year-end by assisting with data verification and proofreading.
• Supports year-end by updating and tracking numerous shareholder forms, specifically the Notice of Availability and all annual meeting voting forms, including handling the French and Spanish translation as applicable.
• Supports the maintenance of the Bank’s website, as it relates to corporate governance documents, by liaising with the WorkFront team to ensure updates are made with integrity and within deadlines; this includes coordinating translation of documents.
• Supports the Business Continuity Plan (BCP) planner by assisting with testing (e.g., Call tree, VPN, walk-through) and collecting, reviewing, and updating information as required.
• Support various governance initiatives/projects of the department.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
• Actively pursues effective and efficient operations of their 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.
• Champions a high-performance environment and contributes to an inclusive work environment.

Benefits

• A competitive compensation and comprehensive benefits plan.
• Meaningful development conversations that enable faster advancement and internal training to support your growth and development.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree