Senior Administrative Assistant, Scotia Global Asset Management

Scotiabank•Toronto, ON

63d•Onsite

About The Position

The Senior Administrative Assistant provides high-level administrative and operational support to senior members of the 1832 Asset Management Investment Counsel and Portfolio Management Team. This role requires exceptional attention to detail, strong judgement, and the ability to proactively anticipate and support the evolving needs of the team within a fast-paced investment management environment.

Requirements

College Diploma in a relevant discipline combined with progressively responsible administrative experience or a combination of education, training and experience deemed to be equivalent.
Minimum two years Investment Management or Financial Services experience.
Excellent mathematical skills – extremely detailed oriented to analyze data and verify calculations
Expert level PC skills (MS Office: Excel, Word, Outlook, PowerPoint; Adobe Acrobat, web browsers) with an ability to become familiar with firm-specific programs and software
Familiarity with virtual conference applications: MS Teams, Skype, Zoom
Excellent communication skills; communicate in a variety of mediums.
Must exhibit strong teamwork skills; willing to continuously and proactively collaborate, share and seek information and guidance.
Proven ability to take initiative and work independently in a high performing, deadline driven environment.
Demonstrable track record of supporting fast-paced teams and championing a culture of service excellence for internal and external clients.
Ability to multitask.
Attention to detail and accuracy- possess a zero tolerance for errors.
High quality standards.
Proactive mindset - anticipate what the Portfolio Manager and the Team may require.
Adaptability and composure - ability to remain calm under pressure.
Discretion and judgement - ability to handle confidential information responsibly.
Gatekeeping - manage access to the Portfolio Manager and the Team diplomatically.
Strong interpersonal skills - building rapport with the Team and external stakeholders.
Anticipatory mindset - think one step ahead to meet to the needs of the Portfolio Manager and the Team.

Nice To Haves

IFIC and /or CSC certification an asset

Responsibilities

Generating and printing daily reports from Bloomberg, MPower, Charles River, and other platforms.
Accurately classifying securities based on report data.
Preparing comparison reports, dashboards, and charts as required.
Conducting research and compiling data to support Portfolio Managers and Analysts.
Maintaining and updating executive contact databases.
Monitoring and responding to incoming emails on behalf of executives, where appropriate.
Coordinating complex calendars, meetings, conference calls, and department schedules.
Greeting guests, coordinating room bookings, and advising meeting attendees.
Locating, formatting, and printing presentations and supporting materials.
Providing comprehensive administrative assistance including call management, document preparation, scanning, faxing, and photocopying.
Organizing and maintaining office filing systems.
Managing time and attendance for the team.
Coordinating complex domestic and international travel arrangements.
Processing expenses and invoices for Portfolio Managers and Analysts (e.g., travel costs, professional dues, conference registrations, subscriptions).
Responding promptly and professionally to internal and external inquiries.
Handling vendor requests and liaising with internal departments and external stakeholders.
Ensuring exceptional service quality and acting as a reliable point of contact for the team.
Preparing, receiving, and distributing mail and courier packages.
Assisting executives with occasional personal administrative requests (e.g., licensing, passports, visas, reservations).
Providing backup support for other Administrative Assistants as needed.