Share this Job

Email Surveillance Administrator - Toronto, ON

Date: Mar 16, 2019

Location: Toronto, ON, CA

Company: Scotiabank


Requisition ID: 50685


Join the Global Community of Scotiabankers to help customers become financially better off. 

A Best Workplace 

Scotiabank is a premier financial institution and Canada’s most international bank recognized as a Best Workplace®, in Canada, Mexico, El Salvador, Costa Rica, Puerto Rico, Dominican Republic, Panama, Peru, and Latin America by the Great Place to Work® Institute. 

A multinational winning team
Scotiabank is Canada’s international bank and a leading financial services provider in North America, Latin America, the Caribbean and Central America, and parts of Asia.  We are dedicated to helping our 21 million customers become better off through a broad range of advice, products and services, including personal and commercial banking, wealth management, corporate and investment banking. 

Corporate Social Responsibility 
Scotiabank helps to build bright futures worldwide through ethical banking practices, environmental awareness and a commitment to communities. 

ScotiaMcLeod is part of the Global Wealth Management (GWM) division of Scotiabank and a division of Scotia Capital Inc.  ScotiaMcLeod offers full-service advice and a full spectrum of investment products and services through 750 advisors to over 150,000 households across Canada. 

ScotiaMcLeod has earned a reputation for integrity based on our standards of excellence, quality service and a commitment to doing what's right for our clients. 

At ScotiaMcLeod, we pride ourselves on the strong team we have developed to support the Wealth Advisors. In addition to traditional administrative support, we also have a number of licensed roles to assist the advisors with their clients, with their individual marketing, and with the growth and development of their businesses. ScotiaMcLeod provides both internal training as well as financial assistance for external courses to support and encourage career path progression for our employees. 

As part of Scotiabank, you will see the many benefits of working for an employer of choice - one that reflects the community and one that attracts and retains talent from diverse backgrounds. We encourage open communication, recognize and reward performance, and provide opportunity for growth. Here you will find a workplace enriched with strong relationships, teamwork, contagious enthusiasm and a "can-do" attitude. 

Job Purpose:

The BU Email Surveillance Administrator is responsible for managing the program that monitors and retains employees e-mail communications in accordance with the regulatory requirements.


Key Accountabilities:

1. Manage a program that monitors and retains employees’ e-mail and social media communication in accordance with the regulatory requirements.

  • Complete and review e-mails and social media communications thoroughly and exhibit a high level of understanding relating to those communications required to be escalated to management
  • Conduct a thorough review on the email communication by the system to ensure that the firm is in accordance with the regulatory requirements
  • Maintain an informed and consistent level of knowledge of regulatory requirements and system functions, reduce regulatory, reputational and financial risk to the firm.
  • Maintain daily statistics for reporting purposes
  • Comply with internal policies and procedures as established
  • Conduct special email reviews as needed.

2. Contribute to the activities relating to data analysis within the Unit:

  • Perform research, analysis and maintenance of client data within the appropriate internal system(s)
  • Perform daily analysis and maintenance of various  reports utilizing Microsoft Office applications
  • Work directly with other business units to resolve ad-hoc issues
  • Communicate with the branches effectively on issues identified and use the opportunity to educate them on any firm or regulatory policies.
  • Escalate all matters which may present a potential issue to Senior Manager, and/or the appropriate Department
  • Execute additional responsibilities focused on Branch Support initiatives as required.
  • Maintain and develop technical skills and increase ability to navigate through Excel spreadsheets and/or databases efficiently and accurately
  • Communicate to other business partners the requirements of email conduct
  • Deliver exceptional experience with other business partners
  • Gather information for the monthly registrant report and ensure the list of Registants under supervision is up to date.
  • Process data to generate the summary report to be approved by Management/compliance
  • Liase with internal departments for IT issues relating to Global Relay

3. Performs duties in a professional and thorough manner:

  • Ensuring that the daily work volumes are completed according to deadlines and that service standards are always met
  • Performing other duties as assigned which will enhance the unit’s support capabilities and success


Functional Competencies:

The incumbent must possess the following:

• Strong verbal and written communication skills and well developed relationship-building skills.

• Strong organizational and time management skills in order to prioritize workloads to ensure optimum coverage and adherence to established service standards. 

• Ability to work in a calm and positive manner in a fluctuating-paced environment.

• Ability to take initiative, work independently and exhibit professionalism.

• Attention to details; ability to analyze and identify issues and trends.

• Ability to exercise discretion when working with sensitive and confidential information.

• Excellent computer skills (proficient in MS Excel, Access, PowerPoint, Outlook).

• Ability to work with others under a team structure by being sensitive and understanding to the needs and diversity of others.     



  • University degree or equivalent experience
  • CSC is an asset
  • French and Spanish are an asset

Location(s):  Canada : Ontario : Toronto 

ScotiaMcLeod and Scotiabank are committed to providing an inclusive and accessible candidate experience. Only those candidates selected for an interview will be contacted. If you require accommodation during the recruitment and selection process, please let us know. We will work with you to meet your needs.

Job Segment: Bank, Banking, Law, Administrative Assistant, Finance, Legal, Administrative, Research