Administrative Assistant - Ontario Central West & Ontario North

Requisition ID: 178088

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

• 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
• Provide DVP with administrative support, including
• Monitoring and ordering office supplies/sundry items
• Assisting in managing schedules, travel and coordination of branch visits and booking other meetings
• 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
• Tracking and follow up of recognition programs such as Applause

• Strong communication and interpersonal skills
• Working knowledge of Retail Banking products and related policies, processes, systems and tools
• Exercising discretion is a key component to executing daily activities.
• Assisting DVP(s) in identifying opportunities within the District to include representation by District resources in Local Area Activities
• High degree of accuracy and attention to detail
• Support DVP(s) with District and Local Area Activities by:
• 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
• 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)
• Tabulating and sharing campaign results (e.g. Scotia Volunteer campaigns; fundraising campaigns; marketing campaigns, etc.)
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions
• Reconciling District budgets and expenses, including inputting, validating, tracking and following up on information to support the budget process
• Managing the distribution of tickets and invitations for events
• 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.
• Approximately 18-22 branches per district, i.e. 18-22 Branch Managers reporting to the DVP
• High level of discretion required in dealing with confidential matters
• Good understanding of basic bookkeeping principles, budgeting and expense management
• Assisting the DVP(s) in vetting and validating branch and district inputs for annual goals / profit planning and recognition programs
• Strong organizational skills and ability to set priorities and manage time effectively
• Support two districts; Ontario North & Ontario Central West
• Coordinating/assisting with managing district Business Continuity planning and validation
• Undergraduate degree in business or similar discipline is an asset
• 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
• Provide support for District reporting and expense management, including
• 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
• High level of proficiency with Outlook and Lync
• 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
• Champion a high performance environment and contributes to an inclusive work environment.
• As directed by the DVP(s), provide support to the District, including
• 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.
• Previous administrative experience is an asset