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Title:  Senior Administrative Officer

 

 

 

Requisition ID: 120736

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

 

The Executive Assistant is responsible for providing senior administrative support for the Senior Vice President of Global Enterprise Operations and their team. (Please note this is a Bilingual - English/Spanish position)

Accountabilities 
 

Support the executive in day to day management of his/her schedule by:

  •      Establishing and coordinating calendars;
  •      Arranging / scheduling appointments on behalf of the executives;
  •      Anticipating scheduling conflicts / problems and providing alternatives;
  •      Providing receptionist support by receiving / screening / referring incoming calls/visitors using a high degree of discretion;
  •      Acting on telephone / mail requests received in the SVP’s absence.
     

Support the executive with correspondence by:

  •      Dealing with correspondence as appropriate (responding, delivering, filtering based on knowledge of work);
  •      Composing correspondence for the executive’s signature;
  •      Producing material from written copy / rough notes;
  •      Proofreading work / output against source documents;
  •      Setting up / maintaining filing systems.
     

Organize meetings / conferences by:

  •      Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees
  •      Arranging bookings for boardrooms / conference rooms (internal) 
  •      Arranging for equipment and materials for meetings as appropriate
  •      Meeting with outside providers of service (conference centers / hotels / caterers)
  •      Recommending facility alternatives
  •      Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference
  •      Preparing invitations for sign off by the executives 
  •      Tracking responses of meeting attendees, following up as appropriate
  •      Booking travel arrangements, ensuring all requirements are met.
     

Provide administrative and project related support by:

  •      Verifying applicable bills/expense statements
  •      Track completion of action items from meetings
  •      Preparation of Service Level Agreements, organization charts and other communications as required
  •      Preparing and submitting reports 
     

Assist in maintaining the SVP / department’s expense and other budgets by:

  •      Preparing entries / transactions and supporting documentation to process payments;
  •      Recording /inputting / documenting data to track, monitor and control expenses;
  •      Providing supporting information reports to management to support decisions. 

        
Dimensions

  • Supports up to 3 executives with administrative tasks.
  • Proven track record of success in a complex matrix organization. 
     

Education / Experience / Other Information 

  • University Degree from an accredited university or college in Administration. Alternatively, an Associate Degree from an accredited university or college and 3 -4 years of related experience.
  • Strong verbal/written communication skills both in English and Spanish
  • Strong knowledge of MS Office applications and PC skills, particularly spreadsheets and presentation tools. 
  • Sound knowledge of business/bank terminology and departmental procedures.
  • High level of discretion required when dealing with confidential matters
  • Highly organized and strong organizational know-how (structures, key, staff, etc.)
  • Good interpersonal relations 
  • Incumbent must be articulate.
  • Adaptable to change/flexible in a fast-paced, dynamic environment.
  • Excellent problem resolution skills; resourceful and effective in a deadline-oriented environment.
  • Demonstrated performance orientation with a results-focused approach.

                                        
 

 

Location(s):  Canada : Ontario : Scarborough 

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.


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