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Executive Assistant to SVPs, Global Capital Markets

Requisition ID: 105368Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

 

Executive Assistant to SVPs, Global Capital Markets

Toronto

 

PURPOSE

Provide efficient, discrete and confidential administrative support to multiple Senior Vice Presidents (SVP) of Global Capital Markets (GCM).  The incumbent is responsible for independent prioritization of the workload to ensure the identified objectives and deadlines are met.  The Executive Assistant contributes to the overall success of the department by ensuring specific individual goals, plans, initiatives are executed/ delivered in support of the teams business strategies and objectives.  Ensures all activities compliant with governing regulations, internal policies and procedures.

 

KEY ACCOUNTABILITIES

Support the senior officer (SVP) in day to day management of schedule and correspondence by:

Establishing and coordinating calendars;
Arranging/scheduling appointments on behalf of the officer;
Anticipating scheduling conflicts/ problems and providing alternatives;
Providing receptionist support by screening/referring incoming calls/visitors;
Acting on telephone/ mail requests received in the senior officer’s absence;
Dealing with correspondence as appropriate (responding, delivering, filtering based on knowledge of work); and
Prepare communications, including reports and presentations for Executives, internal partners and external stakeholders, using a variety of computer programs as required, including MS Office, Adobe, etc.
 

Assist in maintaining the senior officer/ department’s expense and other budgets by:

Manage department expenses and prepare expense reports, coordinating with Finance as required;
Preparing entries/ transactions and supporting documentation to process payments;
Recording/ inputting/ documenting data to track, monitor and control expenses; and
Providing supporting information reports to management to support decisions.
 

Organize meetings/ conferences by:

Assessing and seeking out the most appropriate venue for meetings/ gatherings based on size/ type and attendees;
Arranging bookings for boardrooms/ conference rooms (internal);
Arranging for equipment and materials for meetings as appropriate;
Meeting with outside providers of service (conference centres/ hotels/ caterers);
Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference;
Preparing invitations for sign off by senior officer;
Tracking responses of meeting attendees, following up as appropriate; and
Booking travel arrangements, ensuring all requirements of officer are met.
 

Provide administrative and project-related support by:

Track completion of action items from meetings;
Verifying telephone bills/ expense statements/ preparing and submitting reports;
Coordinate with service providers such as Building Maintenance, IT Support Teams, Distribution Services; and
Onboard new hires including PC and phone set-up, access requests.
 

EXPERIENCE / OTHER INFORMATION:

High level of discretion required when dealing with confidential matters;
Five plus years of experience in an Executive Assistant capacity supporting senior leaders (SVP, EVP+); and
Strong user of MS Office suite, including PowerPoint, Word and Excel.
 
 

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.

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