Executive Assistant

Scotiabank•New York, NY

About The Position

The Executive Assistant provides high-level administrative support to one or more members of the Executive Committee or Chief Officers within Scotiabank’s Global Banking and Markets business in the USA. The role requires discretion, confidentiality, knowledge of business and technical vocabulary, and detailed familiarity with organizational operations, procedures, and people. It contributes to the Bank’s business strategies while ensuring compliance with applicable regulations, policies, and procedures. The position supports executives through information gathering and analysis, document and presentation preparation, correspondence and inquiry management, meeting coordination and minute-taking, and expense administration. It also monitors expenditures and budgets, coordinates department initiatives and corporate offsites, mentors junior administrative team members, and helps improve administrative processes. The Executive Assistant supports effective operations and controls, manages day-to-day administrative issues, and contributes to a customer-focused, high-performance, and inclusive work environment.

Requirements

Post-secondary training in business administration, or an equivalent combination of education and related experience.
At least 5 to 7 years of experience in a business administration support function.
Strong technical skills and knowledge of MS 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 work independently and make decisions.
Clear, articulate, and succinct oral and written communication skills, including the ability to communicate with all organizational levels.
Flexibility, tolerance for change, and ability to learn quickly.
Ability to handle sensitive materials under pressure and meet last-minute deadlines.
Proactive approach and desire to create a positive experience for others.

Nice To Haves

Experience with the Concur expense management system is ideal but not mandatory.

Responsibilities

Provide high-level administrative support to one or more Executive Committee members or Chief Officers, exercising discretion and maintaining confidentiality.
Gather, compile, verify, and analyze information for executive documents, including memos, letters, reports, speeches, presentations, and news releases.
Prepare documents and presentation materials; screen and respond to correspondence, inquiries, and phone calls; draft letters and official information releases; arrange and attend meetings; and take and distribute minutes.
Handle expense matters and reporting.
Monitor, review, and approve standard expenditures within established budgets; manage monthly variance analysis and ensure alignment.
Serve as the primary liaison and coordinator for department initiatives.
Guide and mentor junior members of the Administrative Team.
Use judgment and expertise to identify, resolve, or escalate day-to-day administrative support issues.
Contribute to developing and enhancing processes and procedures, and adhere to globally implemented administrative policies.
Promote a customer-focused culture and support client relationships and broader Bank relationships, systems, and knowledge.
Monitor adherence to policies and escalate issues as required; support day-to-day business controls and obligations relating to operational risk, regulatory compliance, AML/ATF, sanctions, and conduct risk.
Build sound business relationships by providing courteous and efficient assistance to internal and external clients.
Support effective and efficient operations in accordance with Scotiabank’s Values, Code of Conduct, and Global Sales Principles.
Contribute to a high-performance and inclusive work environment.
Coordinate logistics, prepare materials, and facilitate onsite and offsite corporate events.
Perform other duties as required.