Title:  Executive Assistant

Requisition ID: 254632 

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

The Executive Assistant is responsible for providing high‑level administrative and strategic support to the Senior Vice President, Real Estate, as well as the broader Real Estate leadership team. This role requires exceptional judgement, discretion, and organizational excellence, functioning as a trusted partner to ensure executive priorities, communications, and operations are managed effectively.

You will oversee a wide range of executive-level administrative responsibilities, including complex calendar and meeting coordination, preparation of briefing materials, stakeholder engagement, and the handling of sensitive information. The successful candidate will demonstrate strong problem‑solving skills, strategic awareness, and the ability to manage competing priorities in a fast‑paced environment.

This role works closely with global partners, business leaders, and internal stakeholders. The Executive Assistant operates as a proactive and resourceful partner, enabling efficient day‑to‑day operations and consistently maintaining a high standard of professionalism and confidentiality.

Is this role right for you? In this role you will:

• Provide confidential executive support including the following:
• Submit manual monthly expenses with precision and urgency. 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.
• Prioritize client-facing work with competing internal demands managing the business
• Maximize calendar efficiency for the team, creating productive schedules for the team while anticipating scheduling conflicts and clearly and concisely proposing alternative solutions
• Manage complex and frequent domestic and international travel using Bank-supported travel booking portals and approval systems. Submit travel pre-approvals in internal systems, book travel arrangements, planning meetings, calendar management, event planning.
• Manage all meeting logistics, including invitations, technology requirements and catering and assist with document preparation for management and team meetings
• Keep client databases (Salesforce) up-to date with appropriate client information
• Answer phones and take messages as appropriate
• Ensure smooth execution of the above while assessing outcomes for future reference
• Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.  Act as a culture carrier, monitoring adherence to policies and escalating as required.
• Provide input into developing and enhancing current processes and procedures.  
• Comprehend and adhere to administrative policies implemented globally.
• Provide guidance and mentorship to more junior members of the Admin Team.
• Use judgement and expertise to identify, resolve and escalate day-to-day administrative support, as required.
• Establish sound business relationships by providing courteous and efficient assistance to both internal and external clients.  
• Actively pursue 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.
• Championing a high-performance environment and implementing a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment, communicating vision/values/business strategy and managing succession and development planning for the team.
• Perform other duties as required.

Do you have the skills that will enable you to succeed in this role?  We’d love to work with you if you have:  

• Post-secondary training in business administration or an equivalent combination of education and related experience
• A minimum of 5 to 7 years of experience in a business administration support function, preferably within financial services industry 
• Extensive experience managing expenses 
• Strong technical skills and knowledge of MS Office 2010
• Excellent coordination, organizational, time-management and work prioritization skills
• Attention to detail, resourceful, and accountability in follow-up
• Proactive approach to problem-solving and the ability to work independently to make decisions.
• 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

What’s in it for you?

• A rewarding career path with diverse opportunities for professional development
• An organization committed to making a difference in our communities – for you and our customers.
• A competitive rewards program includes annual bonus, flexible vacation, personal and sick days, and comprehensive benefits that start on your first day. 
• 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 employees 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 every 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. 

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.