Business Administrator and Coordinator

Scotiabank; Toronto; On-site; CAD 55,000 - 75,000; Full time

Job summary

Scotiabank is seeking a Business Administrator and Coordinator to provide senior administrative support to the Managing Director, Scotia Jarislowsky Fraser, and the VP Wealth Insurance. The role includes coordinating calendars, arranging travel, managing meetings, and supporting budgets and special projects.

Responsibilities cover day-to-day scheduling, expense processing, event logistics, mail handling, and collaboration across branches.

Qualifications

• Proven experience providing senior administrative support.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal abilities.
• High degree of accuracy and discretion with confidential information.

Responsibilities

• Manage the Managing Director and VP Wealth Insurance schedules and calendars.
• Coordinate air travel and hotel arrangements for executives.
• Arrange appointments and handle calls in the officers' absence.
• Prepare expense entries and supporting documentation.
• Provide management reports and monitor departmental expenses.
• Coordinate meetings and logistics for SJF and Wealth Insurance events.
• Sort mail, manage office supplies, and support team initiatives.
• Assist with special projects and other administrative duties as needed.

Skills

Executive support

Calendar management

Travel coordination

Budget tracking

Communication

Discretion

Data entry

Job description

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

Job Purpose:

The Business Administrator and Coordinator is responsible for providing senior administrative support for the Managing Director, Scotia Jarislowsky Fraser (SJF) as well as the VP, Wealth Insurance. In addition this role will act as the Business Coordinator for various SJF business line events and support with special projects and/or initiatives.

Key Accountabilities

Support the SJF Managing Director & the VP Wealth Insurance in the day to day management of their schedule by:

• Establishing and co-ordinating calendars;
• Book & coordinate air travel & hotel accommodation.
• Arranging /scheduling appointments on behalf of the officer;
• Anticipating scheduling conflicts / problems and providing alternatives;
• Acting on telephone / mail requests received in the senior officer’s absence

Assist in maintaining the SJF Managing Director & the VP Wealth Insurance department’s expense and other budgets by:

• Preparing entries / transactions and supporting documentation to process payments
• Recording /inputting / documenting data to track, monitor and control expenses
• Providing supporting information reports to management to support decisions
• Verifying telephone bills/expense statements/preparing and submitting reports
• Champions a high performance environment and contributes to an inclusive work environment.

Coordinate meetings & and logistical support for various SJF and Wealth Insurance business line events:

• Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees which includes recommending on facility alternatives
• Arranging bookings for boardrooms / conference rooms
• 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
• Tracking responses of meeting attendees, following up as appropriate
• Assisting with the articulation of key outcomes and development of agendas/working structure to ensure business objectives are met
• Collaborating with Branch Administrators to coordinate and participate in pre-work development efforts

Support SJF Head Office team by:

• Sorting and organizing incoming and outgoing mail; dealing with correspondence as appropriate (responding, delivering, filtering)
• Enter business line expenses in enterprise expense system
• Ordering and managing stationery
• Participating actively in team learning development activities and team performance achievements.
• Building effective working relationships across the team and with various business line and corporate function contacts
• Maintaining a high level of customer service
• Facilitating a culture of open and honest communication
• Provide administrative support on any other administrative projects, assignments and initiatives as required.
• Minimum 2+ years of experience in a similar role
• Thorough knowledge and understanding of department’s policies and procedures;
• Strong organizational skills and ability to set priorities and manage time;
• Strong communication and interpersonal skills;
• High degree of accuracy required;
• High level of discretion required in dealing with confidential matters;
• Strong knowledge basic bookkeeping principles

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. Jarislowsky, Fraser Limited ("JFL") is a wholly-owned subsidiary of The Bank of Nova Scotia ("Scotiabank") and operates as a distinct business division. JFL manages the portfolios of pension funds, foundations and endowments, corporations and high-net-worth individuals in Canada and internationally.

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.

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