Requisition ID: 103266Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.
Scotiabank is looking to hire an Executive Assistant to support Global Risk Management. In this role you will support the senior executives in day to day management, provide department administrative support, co-ordinate conference calls/ boardroom bookings and other events, and prepare daily/biweekly agendas for various credit committees based on submissions, following for submission packages, and preparing/filing meeting minutes together with agendas and submissions
Is this role right for you? In this role you, will:
Support the officer with correspondence by establishing and coordinating calendars by: scheduling appointments on behalf of the officer; Anticipating scheduling conflicts / problems and providing alternatives; Booking travel/meeting arrangements, ensuring all requirements of officer are met; Sorting and organizing incoming and outgoing mail; receptionist support by receiving / screening / referring calls/visitors; Composing correspondence for senior management officer’s signature; Proofreading work/output against source documents; Setting up/maintaining filing systems; Provides ongoing support in preparing highly effective PowerPoint presentations with autonomy and confidence. Some sundry duties as required/ assigned.
Provide department administrative support by: monitoring/ordering/storing stationery supplies, including arranging for off-site storage and destruction of files / records; Preparing and submitting expense reports; Gathering statistical information, presenting in organized formats and conducting simple analysis; Maintaining records and information to ensure and control security access; Prepare and maintain department distribution lists; Assist staff with policy and procedure inquiries. Updating and maintaining the call tree for BCP & department phone lists; Onboarding and offboarding employees; Liaising with technology group regarding systems requirements; coordinating with Property Management regarding facilities/maintenance; obtaining telephone equipment lines and voicemail; maintaining floorplans; co-ordinate issuance of security pass cards (DAO-designated area officer); distribution of various monthly/quarterly reports
Co-ordinate of conference calls/ boardroom bookings for the senior officers by: assessing and seeking out the most appropriate venue for meetings based on size/type and attendees; Arranging bookings for boardrooms/conference rooms (internal or external); Recommending on facility alternatives; Arranging for equipment and materials for meetings as appropriate; Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference; Tracking responses of meeting attendees, following up as appropriate.
Assist in maintaining the senior officer / department’s expense and other budgets by: preparing entries / transactions and supporting documentation to process payments, bills and invoices; Recording /inputting / documenting data to track, monitor and control expenses; Providing supporting information reports to management to support decisions; tracking of monthly and quarterly expenses to ensure appropriate amounts are appearing on the G/L and reporting any irregularities to Finance.
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 Education related to Administration – General or Office Administration is preferred
Experience in an executive assistant role or related administrative role
Strong PC skills and proficiency in MS Applications and Outlook
Strong verbal/written communication skills
Excellent organizational skills and ability to be highly confidential with sensitive material
Ability to handle sensitive information as you will be in direct contact with high profile individuals and their Assistants.
Strong organizational know-how (structure, key staff); Excellent PC skills; all MS Office, Outlook and others.
Experience supporting executives in the financial industry in preferred, not required
Whats in it for you?
The opportunity to join a forward-thinking company surrounded by a collaborative team of innovative thinkers.
A rewarding career path with diverse opportunities for professional development.
Internal development to support your growth and enhance your skills.
An organization committed to making a difference in our communities for you and our customers.
We have an inclusive and collaborative working environment that encourages creativity, curiosity, and celebrates success!
This position is located downtown, Toronto, King St W. This is a 12 month contract role.
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.