Executive Assistant

Scotiabank•New York City, NY

4d•$61,200 - $101,800•Onsite

About The Position

The Executive Assistant supports Global Banking & Markets (GBM) in the United States by providing confidential administrative support to a team of senior executives and junior staff. The role helps execute team goals and business strategies while ensuring that activities comply with applicable regulations, internal policies, and procedures. GBM is a capital markets and investment banking business serving clients across the Americas and globally, with products and services spanning financing, investment banking, trading, research, risk management, and related wholesale banking solutions. The Executive Assistant manages calendars, travel, expenses, invoices, meeting logistics, phone messages, and client database updates. The role prioritizes client-facing work while balancing internal demands, anticipates scheduling conflicts, and proposes solutions. It also contributes to process improvement, administrative guidance and mentorship, effective business controls, risk management, regulatory compliance, and an inclusive, high-performance team environment. The position is based in New York City, United States.

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.
Extensive experience managing expenses.
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 ability to work independently and make decisions.
Clear, articulate and succinct oral and written communication skills, including the ability to communicate with all levels of the organization.
Flexibility, high tolerance for change and ability to learn quickly.
Ability to handle sensitive materials under pressure from last-minute deadlines.

Nice To Haves

Experience in the financial services industry is preferred.

Responsibilities

Provide confidential executive support to a team of 5 or more senior executives and 6 or more junior staff members, supporting them concurrently and efficiently.
Submit monthly manual expense reports, compile receipts, ensure accurate client coding, and complete submissions promptly for approval and payment.
Prepare and submit invoices to Accounts Payable and follow up on outstanding items.
Prioritize client-facing work while managing competing internal demands.
Manage team calendars efficiently, anticipate scheduling conflicts, and propose clear alternative solutions.
Arrange frequent and complex domestic and international travel using bank-supported booking portals and approval systems; submit travel pre-approvals and coordinate travel plans.
Plan meetings and events, manage meeting logistics such as invitations, technology requirements and catering, and assist with document preparation for management and team meetings.
Maintain current client information in Salesforce databases.
Answer phones and take messages as appropriate.
Assess the outcomes of administrative work to inform future execution.
Promote a customer-focused culture and deepen client relationships by leveraging broader Bank relationships, systems and knowledge.
Monitor adherence to policies as a culture carrier and escalate issues as required.
Provide input to develop and improve processes and procedures, and adhere to globally implemented administrative policies.
Guide and mentor more junior members of the Admin Team.
Use judgement and expertise to identify, resolve and escalate day-to-day administrative support matters as needed.
Build sound business relationships by providing courteous and efficient assistance to internal and external clients.
Promote effective operations and maintain adequate day-to-day business controls addressing operational risk, regulatory compliance risk, AML/ATF risk and conduct risk, including responsibilities under the applicable frameworks, handbook and business conduct guidelines.
Foster an inclusive, high-performance work environment and support people strategy, communication of vision, values and business strategy, and succession and development planning for the team.
Perform other duties as required.