Executive Assistant

Scotiabank • Toronto, ON

11d • Onsite

About The Position

The Executive Assistant, Global Banking and Markets and Wealth Technology, contributes to the overall success & support of the Senior Vice President and CIO, Global Banking and Markets and Wealth Technology, ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensure all activities conducted are in compliance with governing regulations, internal policies and procedures.

Requirements

• Interact with senior levels of management
• Act as a gatekeeper, handling information that is of a sensitive and confidential nature
• Monitor, review and approve standard expenditures within established budgets
• Plans all travel and global mobility requirements
• Support interaction and coordination with external parties
• Available to address urgent matters as required
• Post-secondary training in business administration or an equivalent combination of education and related experience
• A minimum of 5 to 7 years of experience in a business administration support function
• Strong technical skills and knowledge of MS Office
• Excellent coordination, organizational, time-management and work prioritization skills
• Attention to detail, resourceful, and accountability in follow-up
• Proactive approach to problem-solving and the ability to work independently to make decisions.
• Communicates clearly, articulately and succinctly in both oral and written form, with the ability to communicate to all levels within the organization
• Flexibility, high tolerance for change and an ability to learn quickly
• Ability to handle sensitive materials under the pressure of last minute deadlines
• Desire to be proactive and create a positive experience for others

Responsibilities

• Provide high level administrative support to the SVP & VPs requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization's operations, procedures, and people.
• Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge. Act as a culture carrier, monitoring adherence to policies and escalating as required.
• Oversee expense management activities including budget tracking, reconciliation, and reporting. Ensure expenditures align with departmental budgets and financial policies. Collaborate with finance teams to maintain accurate records and support financial planning and analysis. Provide timely updates and variance explanations to leadership, ensuring transparency and fiscal accountability.
• Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets. Manage the variance analysis and ensure it aligns on a monthly basis. Act as the primarily liaison and coordinator for department initiatives.
• Provide calendar management and travel coordination/booking support as required.
• Gather, compile, verify, and analyze information for the executive's use in documents such as memos, letters, reports, speeches, presentations, and news releases. Perform tasks using independent judgment and discretion, i.e., preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases; arranging and attending meetings; taking and distributing minutes.
• Provide input into developing and enhancing current processes and procedures. Comprehend and adhere to administrative policies implemented globally.
• Use judgement and expertise to identify, resolve and escalate day-to-day administrative support, as required.
• Establish sound business relationships by providing courteous and efficient assistance to both internal and external clients.
• Champion a high performance environment by fostering an inclusive work environment; communicating vison/values/business strategy across teams and colleagues.
• Actively pursue 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.
• Perform other duties as required.

Benefits

• Upskilling through online courses, cross-functional development opportunities, and tuition assistance.
• Competitive Rewards program including bonus, flexible vacation, personal, sick days and benefits will start on day one.
• Free tea & coffee, universal washrooms, and lots of space for team collaboration.

What This Job Offers

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