Title:  Senior Administrative Assistant, Scotia Global Asset Management

Requisition ID: 241087

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

The Senior Administrative Assistant provides high-level administrative and operational support to senior members of the 1832 Asset Management Investment Counsel and Portfolio Management Team. This role requires exceptional attention to detail, strong judgement, and the ability to proactively anticipate and support the evolving needs of the team within a fast-paced investment management environment.

Key Accountabilities

The Senior Administrative Assistant will be responsible for:

1. Reporting & Data Support
• Generating and printing daily reports from Bloomberg, MPower, Charles River, and other platforms.
• Accurately classifying securities based on report data.
• Preparing comparison reports, dashboards, and charts as required.
• Conducting research and compiling data to support Portfolio Managers and Analysts.

2. Executive & Team Support
• Maintaining and updating executive contact databases.
• Monitoring and responding to incoming emails on behalf of executives, where appropriate.
• Coordinating complex calendars, meetings, conference calls, and department schedules.
• Greeting guests, coordinating room bookings, and advising meeting attendees.
• Locating, formatting, and printing presentations and supporting materials.

3. Administrative Operations
• Providing comprehensive administrative assistance including call management, document preparation, scanning, faxing, and photocopying.
• Organizing and maintaining office filing systems.
• Managing time and attendance for the team.

4. Travel & Expense Management
• Coordinating complex domestic and international travel arrangements.
• Processing expenses and invoices for Portfolio Managers and Analysts (e.g., travel costs, professional dues, conference registrations, subscriptions).

5. Stakeholder & Vendor Management
• Responding promptly and professionally to internal and external inquiries.
• Handling vendor requests and liaising with internal departments and external stakeholders.
• Ensuring exceptional service quality and acting as a reliable point of contact for the team.

6. Other Responsibilities
• Preparing, receiving, and distributing mail and courier packages.
• Assisting executives with occasional personal administrative requests (e.g., licensing, passports, visas, reservations).
• Providing backup support for other Administrative Assistants as needed.

Desired Skills & Experience

The successful candidate for this position will possess the following:

• College Diploma in a relevant discipline combined with progressively responsible administrative experience or a combination of education, training and experience deemed to be equivalent.
• Minimum two years Investment Management or Financial Services experience.
• Excellent mathematical skills – extremely detailed oriented to analyze data and verify calculations
• Expert level PC skills (MS Office: Excel, Word, Outlook, PowerPoint; Adobe Acrobat, web browsers) with an ability to become familiar with firm-specific programs and software
• Familiarity with virtual conference applications: MS Teams, Skype, Zoom
• Excellent communication skills; communicate in a variety of mediums.
• Must exhibit strong teamwork skills; willing to continuously and proactively collaborate, share and seek information and guidance.
• Proven ability to take initiative and work independently in a high performing, deadline driven environment.
• Demonstrable track record of supporting fast-paced teams and championing a culture of service excellence for internal and external clients.
• Ability to multitask.
• Attention to detail and accuracy- possess a zero tolerance for errors.
• High quality standards.
• Proactive mindset - anticipate what the Portfolio Manager and the Team may require.
• Adaptability and composure - ability to remain calm under pressure.
• Discretion and judgement - ability to handle confidential information responsibly.
• Gatekeeping - manage access to the Portfolio Manager and the Team diplomatically.
• Strong interpersonal skills - building rapport with the Team and external stakeholders.
• Anticipatory mindset - think one step ahead to meet to the needs of the Portfolio Manager and the Team.
• IFIC and /or CSC certification an asset

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.