Executive Assistant [Scotiabank] Jobs

Requisition ID: 181371

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

Job Purpose

Contributes to the overall success of the department by ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team's business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.

Key Accountabilities

• Ordering and managing stationery;
• Organize meeting / conference facilities by:
• Assist in maintaining the senior officer / department's expense and other budgets by:
• Meeting with outside providers of service (conference centres / hotels / caterers);
• Recording /inputting / documenting data to track, monitor and control expenses;
• Sorting and organizing incoming and outgoing mail;
• Providing supporting information reports to management to support decisions;
• Booking travel arrangements, ensuring all requirements of officer are met.
• Anticipating scheduling conflicts / problems and providing alternatives;
• Establishing and co-ordinating calendars;
• Preparing invitations for sign off by senior officer;
• Preparing and submitting reports;
• Producing material from written copy / rough notes;
• Acting on telephone / mail requests received in the senior officer's absence.
• Producing statistical reports to assist in the budget processes.
• Provide administrative support by:
• Tracking responses of meeting attendees, following up as appropriate;
• Recommending on facility alternatives;
• Providing receptionist support by receiving / screening / referring incoming calls/visitors using a high degree of discretion;
• Arranging for equipment and materials for meetings as appropriate;
• Support the senior officer in day to day management of his/her schedule by:
• Arranging /scheduling appointments on behalf of the officer;
• Monitoring / ordering / storing stationery supplies, including arranging for off-site storage and destruction of files / records;
• Gathering statistical information, presenting in organized formats and conducting simple analysis;
• Transcribing dictation;
• Setting up / maintaining filing systems.
• Arranging bookings for boardrooms / conference rooms (internal);
• Composing correspondence for senior management officer's signature;
• Support the officer with correspondence by:
• Preparing entries / transactions and supporting documentation to process payments;
• Maintaining records and information to ensure and control security access.
• Establishing and maintaining a BF system;
• Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference;
• Proofreading work /output against source documents;
• Dealing with correspondence as appropriate (responding, delivering, filtering);
• Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees;
• Verifying telephone bills/expense statements;

Functional Competencies

• Good PC and presentation skills, including advanced knowledge of all MS Office Product suite.
• Sound knowledge of business/bank terminology and departmental procedures;
• Exceptional organization skills;
• High level of discretion required when dealing with confidential matters;
• Strong Verbal and Written communication skills;

Education

• Sound knowledge of business/bank terminology and departmental procedures;
• High level of discretion required when dealing with confidential matters.

#cyberatscotia

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.