Title:  Administrative Assistant

 Requisition ID: 208260   

We are committed to investing in our employees and helping you continue your career at ScotiaTech.

Purpose

Contributes to the overall success of the IT Risk Transformation department globally ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.

Accountabilities

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.

• Act as a point of contact for guests, partners, employees of the Bogotá site.
• Coordinate agenda, minutes and logistics for IT Risk Transformation Leadership team meetings, site visits, trips, among others:
  • Responsible for putting together and sending out the agenda for the Leadership Meeting based on frequency.
  • Responsible for scribing, preparing and sending out the minutes of the Leadership Meeting before the next meeting.
  • Coordinate as per request, meeting invites to attendees listing and coordination of meeting rooms and any other equipment necessary for the meetings.
  • Coordinate meetings for  IT Risk Transformation Leadership, with attendees in Canada or Colombia
  • Coordination of any required transportation arrangements such as air tickets, taxis, hotel and restaurant reservation for site visits.
  • Coordination and support to the VP´s agenda on an ongoing basis
• Support the timely and accurate management of expenses for the IT Risk Transformation team and Leadership Team by ensuring prompt submission of invoices and/or expense reports. Complete all expense reports, to ensure accuracy, on a monthly basis as well as the bills and receipts are submitted.
• Complete review and sign-off of CA-PPM time-sheets for the department
• Support the Leadership team in their ability to effectively deliver objectives and results through administrative activities including:
  • Photocopying, printing, creating and maintaining spreadsheets/centre reporting
  • Creating Powerpoint decks working with the department leadership.
  • Maintaining and ordering office supplies and equipment.
  • Coordinating / organizing mail, courier and shipping.
  • Point of contact for supply and event vendors, etc.
  • Maintain for Managers and site vacation schedule.
• Support the production, coordination and general communications of the IT Risk Transformation Team.
  • Updating and maintaining content for print-based communication channels/display boards in the Centre.
  • Updating and maintaining the employee email groups.
  • Reviewing staff suggestions and distributing to appropriate area for response. Posting response in appropriate medium for review by staff.
• Maintain accurate and up to date phone lists for the IT  Risk Transformation team in ScotiaTech, including those for BCP purposes. Maintain organization chart and prepare staff requisitions to cover vacancies.
• Maintain the BCP plan updates including the transitions of new functions.

• Understand how the Bank’s risk appetite and risk culture should be incorporate into in day-to-day activities and decisions.
• Actively pursues effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
• Champions a high-performance environment and contributes to an inclusive work environment.

Education / Experience / Other Information

• Excellent interpersonal skills: Represents the department as the first contact for visitors, staff, and vendors. Must maintain strong relationships with Leadership Team, handle confidential matters discretely, and remain calm under pressure.
• Excellent verbal and written communication skills: Must be able to effectively direct incoming calls from multiple sources, and take detailed messages where appropriate. Must be able to correct spelling/grammar/vocabulary on outgoing material, and complete and distribute accurate minutes for business meetings attended.
• Task and results-oriented, self-motivated, and highly organized: must effectively and efficiently multi-task to handle high volumes of work under strict deadlines, prioritising the workload as required. Able to demonstrate flexibility with working outside normal schedule as required to meet business needs.
• Customer focused: use interpersonal, listening, communication and negotiating skills to deal with staff at all levels, including clerical, supervisory/management, senior management within the IT Risk Transformation team on ScotiaTech, other key internal partners and third-party vendors.
• Good time-management skills: able to work on multiple assignments and be adaptable to changing priorities.
• Advance level of English/Spanish (spoken/written).
• Knowledge and proficiency in Microsoft Office Suite, i.e. Microsoft Outlook, Microsoft Word, PowerPoint and Excel, to enable the incumbent to professionally, accurately and efficiently produce Word documents and presentations as required by the Leadership team.
• B2+ Level of English

Working Conditions

Work in a standard office-based environment; non-standard hours are a common occurrence.

#LI-Hybrid

Location(s): Bogotá or Home-Office

ScotiaTech is a business unit within ScotiaGBS, a Scotiabank Group company located in Bogota, Colombia. The ScotiaTech hub was created to support different technology systems and processes of the Bank. We offer an inclusive, positive work environment, and competitive benefits.

At ScotiaTech, we value the unique skills and experiences each individual brings and are committed to creating and maintaining an inclusive and accessible environment for everyone. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at ScotiaTech; however, only those candidates who are selected for an interview will be contacted.

Note: All postings in me@Scotiabank will remain live for a minimum of 5 days.