Administrative Assistant - Markham/Richmond Hill And Gta East

Requisition ID: 182418

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

The Administration Assistant contributes to the overall success of District(s) within a Canadian Banking Region, by providing efficient and effective administrative and operational support to District Vice President(s) (DVPs). The work done by the Administration Assistant allows the DVP to maximize their time in market, leading and coaching their teams.

Accountabilities

• Monitoring and ordering office supplies/sundry items
• Providing PC services and support including composing and producing routine correspondence, producing documents (memos, letters, presentations, spreadsheets); proof-reading work against source documents; and conducting regular back-up of systems data/documents
• Assisting in managing schedules, travel and coordination of branch visits and booking other meetings
• Provide DVP with administrative support, including
• Tracking and follow up of recognition programs such as Applause
• As directed, coordinating and facilitating the release of Bank, Regional and District communications, including liaising with groups involved to ensure timely, accurate delivery and maintaining distribution lists

• Exercising discretion is a key component to executing daily activities.
• Jointly with the DVP and Branch Manager, coordinating New Branch Opening celebratory activities, including identifying and coordinating invitations to internal partners and other stakeholders and coordinating district/branch staff participation
• Strong organizational skills and ability to set priorities and manage time effectively
• Assisting DVP(s) with completion of applicable forms, templates and reporting requests and ensuring appropriate supporting documentation is on file
• Reconciling, preparing and submitting DVP(s)’ monthly expenses
• High proficiency in using PC applications, including Word, Excel, PowerPoint
• Strong communication and interpersonal skills
• Previous administrative experience is an asset
• Good understanding of basic bookkeeping principles, budgeting and expense management
• Approximately 18-22 branches per district, i.e. 18-22 Branch Managers reporting to the DVP
• Overseeing philanthropic requests; managing incoming requests and coordinating participation of district resources (jointly with DVP) and forwarding requests to regional or EO offices for consideration, as applicable
• High level of discretion required in dealing with confidential matters
• Champion a high performance environment and contributes to an inclusive work environment.
• Working knowledge of Retail Banking products and related policies, processes, systems and tools
• Tabulating and sharing campaign results (e.g. Scotia Volunteer campaigns; fundraising campaigns; marketing campaigns, etc.)
• Provide support for District reporting and expense management, including
• Support two districts; Toronto Centre and Midtown
• Undergraduate degree in business or similar discipline is an asset
• The incumbent completes most responsibilities with a minimum of supervision. Direction is received from the DVP(s); however, since DVPs are often out of the office, visiting branches or working in a separate office, the incumbent must be able to work independently.
• Reconciling District budgets and expenses, including inputting, validating, tracking and following up on information to support the budget process
• High degree of accuracy and attention to detail
• Coordinating/assisting with managing district Business Continuity planning and validation
• High level of proficiency with Outlook and Lync
• Providing event management planning and support for district meetings including: securing venues; arranging equipment, refreshments and other meeting venue logistics; agenda creation; creating presentations; inviting participants; arranging for guest speakers; and any post-event follow up required
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions
• Support DVP(s) with District and Local Area Activities by:
• Providing support and coordination for all-Bank, Canadian Banking or EO-driven initiatives in the district (e.g. Marketing initiatives such as Hockeyfest and Hockeyville; Best of the Best)
• 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.
• Assisting the DVP(s) in vetting and validating branch and district inputs for annual goals / profit planning and recognition programs
• As directed by the DVP(s), provide support to the District, including
• Managing the distribution of tickets and invitations for events
• Assisting DVP(s) in identifying opportunities within the District to include representation by District resources in Local Area Activities