Title:  Administrative Assistant, Scotiabank

Requisition ID: 244673

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

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

Provides administrative support for the one or more GTEP leadership team members and team representatives.

Is this role right for you?

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

• Manages calendar and other administrative functions for support GTEP leaders.

• Act as a point of contact for guests, partners, employees of the supported teams on site.

• Coordinate agenda, minutes and logistics for supported GTEP leaders team meetings, site visits, trips, among others:

o Responsible for putting together and sending out the agenda for the leadership

meetings based on frequency.

o Responsible for scribing, preparing and sending out the minutes of the Leadership

Meeting before the next meeting.

o Coordinate as per request, meeting invites attendees, coordination of

meeting rooms and any other equipment necessary for the meetings.

o Coordinate meetings for supported GTEP leaders, with attendees potentially in multiple countries and time zones.

o Coordination of any required transportation arrangements such as air tickets, taxis,

hotel and restaurant reservation for site visits.

o Coordination and support to the GTEP leader’s agenda on an ongoing basis

• Support the timely and accurate management of expenses for the GTEP leadership team

by ensuring prompt submission of invoices and/or expense reports. Complete all expense reports,

to ensure accuracy monthly, as well as the bills and receipts are submitted.

• Complete review and sign-off of CA-PPM timesheets for the department

• Support the leadership team in their ability to effectively deliver objectives and results through

administrative activities including:

o Photocopying, printing, creating and maintaining spreadsheets/central reporting.

o Creating PowerPoint decks working with the department leadership.

o Maintaining and ordering office supplies and equipment.

o Coordinating / organizing mail, courier and shipping.

o Point of contact for supply and event vendors, etc.

o Maintain for managers and site vacation schedule.

• Support the production, coordination and general communications of the GTEP team leaders.

o Updating and maintaining content for print-based communication channels/display

Boards.

o Updating and maintaining the employee email groups.

o Reviewing staff suggestions and distributing them to appropriate areas for response. Posting

response in appropriate medium for review by staff.

• Maintain accurate and up-to-ate phone lists for the GTEP teams supported, 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 considered 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.

Do you have the skills that will enable you to succeed in this role?

• 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 discreetly, and remain calm under pressure.

• Excellent verbal and written communication skills in English and Spanish: 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, prioritizing 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 GEOF 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.

What's in it for you?

• Diversity, Equity, Inclusion & Allyship - We strive to create an inclusive culture where every employee is empowered to reach their fullest potential, respected for who they are, and are embraced through bias-free practices and inclusive values across Scotiabank. We embrace diversity and provide opportunities for all employee to learn, grow & participate through our various Employee Resource Groups (ERGs) that span across diverse gender identities, ethnicity, race, age, ability & veterans.
• Accessibility and Workplace Accommodations - 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. Scotiabank continues to locate, remove and prevent barriers so that we can build a diverse and inclusive environment while meeting accessibility requirements.
• Upskilling through online courses, cross-functional development opportunities, and tuition assistance.  
• Competitive Rewards program including bonus, flexible vacation, personal, sick days and benefits will start on day one.
• Community Engagement - no matter where you choose to work from; we offer opportunities for community engagement & belonging with our various programs such as hackathons, contests, cooking with friends, Humans of Digital and much more!

Location(s):  Canada : Ontario : Toronto 

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.