Title:  Executive Assistant

Requisition ID: 178612

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

Purpose

The Executive Assistant is responsible for providing administrative support for Senior Management (VPs).
As a member of the Campus Operations team, you are responsible for contributing to the overall success of the unit by providing a high level of professional administrative and service support to our campus and branch partners while adhering to Bank security and operational procedures and policies.
You are responsible for contributing to the provision of human, straightforward and knowledgeable service through your daily interactions to foster a relationship of mutual trust and confidence with partners and other team members. Must be flexible in a constantly changing environment (procedural and automated systems).

Accountabilities 

1.  Contribute to the overall business objectives of the Global Operations Senior Management Officers by: 
   •   Establishing and co-coordinating calendars;
   •   Arranging /scheduling appointments on behalf of the officer;
   •   Anticipating scheduling conflicts / problems and providing alternatives;
   •   Establishing and maintaining a BF system;
   •   Providing receptionist support by receiving / screening / referring incoming calls / visitors using a high degree of discretion;
   •   Acting on email, in-person or online requests received in the senior officer’s absence, or seek guidance, as required;
   •   Booking conference rooms / meeting rooms / arranging for catering services;
   •   Coordinate meetings, townhalls, and other events by preparing agenda items, helping with presentations, taking meeting minutes and sending recap emails, as requested by the VPs;
   •   Booking travel arrangements;
   •   Reconciling and processing expenses and budgeting on behalf of the VP and the leadership team, as required;
   •   Support onboarding and offboarding activities on behalf of the VPs
   •   Coordinate on/offsite meetings, team-initiated engagement events;
   •   Arranging for or making urgent deliveries of documents / packages
   •   Ensuring sorting / processing of incoming/outgoing mail;
   •   Support other GO VPs or higher when their Administrative Assistants or Executive Assistants are absent, on a planned and unplanned basis such as vacancies, vacations, or sudden absences;

2.   Ensuring service provided to partners is of the highest quality by ensuring that all service level commitments to customers are met or exceeded by:
  •   Taking full responsibility for all partner enquiries/concerns/complaints directed to him/her by resolving those matters within his/her discretion, to the partners’ satisfaction or by referring the partner to the appropriate resource
  •   The incumbent works closely with BNS staff and outside vendors to ensure services rendered meets the established requirements and schedules
  •   Provide feedback and processing improvement to the Senior Manager Campus Operations.
  

3.  Participate in the efficiency in all processes and functions performed in the department through ongoing review of new and existing processes: 
   •   Verifying telephone bills/expense statements
   •   Ordering and managing stationery
   •   Gathering statistical information, presenting in organized formats and conducting simple analysis
   •   Preparing and submitting reports
   •   Maintaining contact lists and employee information, as requested by the VPs;

4.  Foster positive work environment by promoting, participating and supporting team engagement events;

5.  Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.

6.  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. 

7.  Champions a high-performance environment and implements a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment; communicating vison/values/business strategy and managing succession and development planning for the team. 
 

Education / Experience / Other Information 
•    College or University Diploma, or relevant experience required
•    Well-organized with high energy, effective communication skills 
•    Strong Word, Excel and PowerPoint Skills
•    Ability to multitask and work under tight deadlines
•    High level of discretion required when dealing with confidential matters
•    Experience in communicating with external partners at all organizational levels
•    Calendar management experience 
•    Sound knowledge of business/bank terminology and departmental procedures
•    Project planning or multi-project support is considered an asset

Location(s):  Canada : Ontario : North York 

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.