Title: Administrative Assistant, Corporate & Investment Banking

Requisition ID: 152075

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

Contributes to the overall success of Global Banking & Markets (GBM) in the USA, 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. The incumbent will have strong experience in business administration, working with Human Resources, Compliance and partnering across the firm.

Is this role right for you? You will be responsible for:

Responsible for prioritizing workload to ensure the group’s objectives and deadlines are met. Acts as a culture carrier, monitoring adherence to policies and escalating as required.
Comprehends and adheres to policies implemented by the Global team for their respective departments.
Arranges and coordinates extensive travel including international travel, schedules and follows up on reservations and itineraries. Assists with procuring Travel Visas through preferred third-party service.
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.
Assists with maintenance of client-related databases (using both Excel and Salesforce).
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.
Calendar management, coordinates desk heads schedules and makes appointments as requested. Coordinates meetings, including room bookings and requesting technical, audio-visual and catering support as required.
Point of contact for staff visiting New York. Pre-registers all guests, including employees from other locations. Assumes local support including assigning office passes, desk space, room bookings, etc.
Responsible for drafting and/or reviewing communications for distribution to executive level management.
Ensures proper onboarding and offboarding of new/terminated employees, including coordination with HR, Technology and Facilities.
Organizes, copies and maintains administrative files, correspondence and other records/materials as required. Assists with pitch book binding if required, using in-house binding system.
Answers and screens telephone calls on a multi-line system, arranging conference calls and videoconferencing using Scotia preferred vendors.
Acts as an alternate resource/backup for the other Administrative Assistants/ Receptionist during lunch hours, breaks, end of day, illness and other absences, and shares in Admin Team responsibilities to support the team and department as a whole.
Establishes sound business relationships by providing courteous and efficient assistance to both internal and external clients. Actively pursues 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.
Champions a high performance environment and contributes to an inclusive work environment.
Performs other duties as required.

Do you have the skills you need to succeed? We'd love to work with you, if you have:

Minimum High School Diploma (Grade 12) level high school completion
Minimum 7 years in a related administrative role requiring significant multi-tasking – preferably in Financial Services Industry
Experience supporting executive level management preferred
Strong technical skills and knowledge of MS Office 2010(e.g. Word, Excel and PowerPoint)
Excellent coordination, organizational, time-management and work prioritization skills
Attention to detail, resourceful, and diligence in follow-up
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

Location(s): United States : New York : New York City

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.

Nearest Major Market: New York City
Job Segment: Compliance, Accounts Payable, Bank, Banking, Developer, Legal, Finance, Technology

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