Executive Assistant, Global Transaction Banking - Toronto

Scotiabank•Toronto, ON

7d•Onsite

About The Position

Contributes to the overall success of Global Transaction Banking in Canada, by providing high quality administrative support to assist in the execution of our business. The Executive Assistant ensures all activities are in compliance with governing regulations, internal policies and procedures and will build strong partnerships across the Bank to provide support for the team.

Requirements

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 2010
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

Prioritize workload to ensure the group’s objectives and deadlines are met. Act as a culture carrier, monitoring adherence to policies and escalating as required
Comprehend and adhere to policies implemented by the Global team; coaches and ensures GTB team has support to evidence they are in compliance with policies and procedures
Actively pursue effective and efficient operations of your 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
Champion a high performance environment and implement a people strategy that attracts, retains, develops and motivates your team by fostering an inclusive work environment; communicating vison/values/business strategy and managing succession and development planning for the team
Provide guidance and mentorship to more junior members of the Admin Team, using judgement and expertise to identify, resolve and escalate day-to-day administrative support, as required
Provide input into developing and enhancing current processes and procedures while adhering to administrative policies implemented globally
Calendar management: Coordinates team schedules and arranges client meetings as requested. Coordinates logistics of meetings, including room bookings and requesting technical, audio-visual and catering support as required.
Travel: Arranges and coordinates travel including international travel, schedules and follows up on reservations and itineraries, Travel visas (where required), etc.
Expense Management: Compiles receipts and prepares extensive expense reports for approval and payment, ensuring timely completion and proper client coding
Prepares and submits invoices to Accounts Payable for processing. Follows up with AP regarding outstanding items
Client Interactions: Assists with maintenance of client-related data (names, titles, contact details, etc., using both Excel and Salesforce), update of client call reports, etc.
Client Events: Arranges and coordinates client events including but not limited to booking, planning, liaising with clients for invitations and following up
Client files/ materials: Organizes, copies and maintains administrative files, correspondence and other records/materials as required and assists with pitch book binding if required, using in-house binding system
Office phones: Answers and screens telephone calls on a multi-line system, arranging conference calls and videoconferencing using Scotia preferred vendors
Assumes ad hoc projects as they arise in support of management, including the gathering and compiling of data from various sources for weekly meetings, organizing and managing logistics for client events (including venue booking), researching and tracking key client dates (AGMs, quarterly IR calls, etc.) and ensure team is assigned to attend / call-in, etc.
Point of contact for visiting staff. Pre-registers all guests, including employees from other locations. Assumes local support including assigning office passes, desk space, room bookings, etc.