Front Office Administration Manager, Global Banking & Markets / COO

Scotiabank•New York City, NY

8h•Onsite

About The Position

Leads and oversees the Executive Assistant (EA) function supporting Front Office Finance leadership in the U.S., ensuring administrative operations, coverage, and support models are delivered efficiently and consistently. This role drives high-performance standards, enables executive effectiveness, and ensures alignment with business priorities, internal policies, and regulatory expectations.

Requirements

5–10+ years of experience in administrative leadership, operations, or business management
Prior experience as Executive Assistants or administrative teams in a financial services environment required
Strong understanding of Front Office dynamics and executive support expectations
Proven track record of driving process improvements and operational efficiency
Exceptional stakeholder management, communication, and influencing skills
Demonstrated experience in people management, coaching, and performance management

Responsibilities

Manage, coach, and develop a team of Executive Assistants supporting Front Office leadership.
Lead onboarding, training, and continuous development to elevate administrative capabilities.
Conduct regular one-on-ones, performance reviews, and goal-setting discussions to support individual growth and accountability.
Provide ongoing guidance on professionalism, judgment, and executive support best practices.
Assign and oversee daily workflows to ensure appropriate coverage and balanced workload distribution across the team.
Coordinate coverage for absences, peak periods, and organizational changes, ensuring seamless support continuity.
Serve as the primary escalation point for scheduling conflicts, prioritization issues, and workflow challenges.
Assess and optimize team capacity to maximize support across Front Office stakeholders.
Establish and standardize administrative processes, tools, and documentation across the EA function.
Identify and implement opportunities to enhance efficiency, communication, and consistency.
Track workload trends, coverage gaps, and performance indicators to support data-driven decision-making.
Build and maintain strong relationships with Front Office leaders, business managers, and HR.
Ensure EAs provide high-quality, discreet, and professional support aligned with business expectations.
Capture feedback from business stakeholders to continuously improve team performance and service delivery.
Support business initiatives and periods of heightened activity requiring enhanced coordination and administrative support.
Partner with HR and business management on recruitment, onboarding, and staffing strategies.
Drive targeted hiring and talent development strategies to strengthen the EA talent pipeline.
Perform full people manager responsibilities, including employee relations support and issue resolution as needed.
Understand and incorporate the Bank’s risk appetite and culture into day-to-day decisions.
Ensure administrative processes are executed in alignment with internal controls, compliance requirements, and conduct expectations.
Build an inclusive, high-performance environment that attracts, develops, and retains talent.
Promote a culture of accountability, collaboration, and continuous improvement across the EA team.