Executive Assistant

Scotiabank; Toronto; On-site; CAD 65,000 - 90,000; Full time

Job summary

Scotiabank is seeking an Executive Assistant to provide high-level administrative support to the Senior Vice President and CFO, Global Wealth Management, along with other senior leaders. The role requires managing complex calendars, coordinating meetings and travel, and handling confidential information with discretion.

You will prepare materials, organize events, and ensure efficient day-to-day operations while supporting risk-aware, professional interactions with internal teams and external

Qualifications

• Five+ years of experience supporting senior executives, preferably in Finance or corporate function.
• Advanced proficiency in Microsoft Outlook, Excel, and PowerPoint.
• Sound knowledge of business or banking terminology and departmental procedures.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication, proofreading abilities.
• Discretion with sensitive information.
• Professionalism when engaging with senior leaders and stakeholders.

Responsibilities

• Manage complex executive calendars, schedule appointments, anticipate conflicts, and propose alternatives.
• Prepare executives for meetings with pre-reading materials and documentation.
• Organize meetings, conferences, events including venues, rooms, equipment, and catering.
• Coordinate travel arrangements addressing executive requirements.
• Screen and direct calls, visitors, mail, and requests with discretion.
• Draft, proofread, and distribute correspondence for senior executives.
• Maintain filing, records-management, and document-storage systems.
• Prepare and submit expense reports with supporting documentation.
• Provide backup administrative support as needed.
• Support risk management by aligning with the Bank’s risk appetite and culture.
• Contribute to efficient operations and an inclusive work environment.

Skills

Executive support

Outlook

Excel

PowerPoint

Banking terminology

Organization

Communication

Discretion

Problem solving

Adaptability

Tools

Microsoft Outlook

Excel

PowerPoint

Job description

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.The Executive Assistant provides high-level administrative support to the Senior Vice President and Chief Financial Officer, Global Wealth Management, the Vice President, FP&A and Asset Management, and the Vice President, Business Line Support. The role enables smooth day-to-day operations by managing competing priorities, coordinating executive activities, and serving as a key liaison with internal teams and external stakeholders.

Is this role right for you? In this role you will:

• Manage complex executive calendars, schedule appointments, anticipate conflicts, and recommend appropriate alternatives.
• Prepare executives for meetings by coordinating pre-reading materials and other relevant documentation.
• Organize meetings, conferences, and events, including venues, rooms, equipment, materials, catering, and attendee responses.
• Coordinate travel arrangements and ensure executive requirements are addressed.
• Serve as a key point of contact by screening and directing incoming calls, visitors, mail, and requests with discretion.
• Draft, produce, proofread, organize, and distribute correspondence and materials on behalf of senior executives.
• Develop and maintain effective filing, follow-up, records-management, and document-storage systems.
• Prepare and submit expense reports, verify statements, and assemble supporting documentation for payments.
• Exercise sound judgement and discretion when prioritizing work and making day-to-day decisions.
• Provide backup administrative support to other team members and complete additional duties as assigned.
• Support effective risk management by considering the Bank’s risk appetite and risk culture in daily activities and decisions.
• Contribute to efficient operations, effective business controls, a high-performance culture, and an inclusive work environment.

Do you have the skills that will enable you to succeed in this role?

• You have five or more years of experience supporting senior executives, preferably within Finance or another corporate function.
• You have advanced proficiency in Microsoft Outlook, Excel, and PowerPoint.
• You have sound knowledge of business or banking terminology and departmental procedures.
• You have strong organizational skills and the ability to manage multiple priorities and demanding deadlines.
• You have excellent written and verbal communication skills, including strong proofreading abilities.
• You demonstrate sound judgement and effective problem-solving skills.
• You can handle sensitive and confidential information with a high degree of discretion.
• You are flexible and adaptable and can work effectively as priorities change in a fast-paced environment.
• You demonstrate a high level of professionalism when engaging with senior leaders, internal teams, and external stakeholders.
• You are comfortable working non-standard hours and occasional overtime when required.

What’s in it for you?

• A rewarding career path with diverse opportunities for professional development
• An organization committed to making a difference in our communities – for you and our customers.
• A competitive rewards program includes annual bonus, flexible vacation, personal and sick days, and comprehensive benefits that start on your first day.
• Diversity, Equity, Inclusion & Allyship - We strive to create an inclusive culture where every employee is empowered to reach their fullest potential, respected for who they are, and are embraced through bias-free practices and inclusive values across Scotiabank. We embrace diversity and provide opportunities for all employees to learn, grow & participate through our various Employee Resource Groups (ERGs) that span across diverse gender identities, ethnicity, race, age, ability & veterans.
• Accessibility and Workplace Accommodations - We value the unique skills and experiences every individual brings to the Bank and are committed to creating and maintaining an inclusive and accessible environment for everyone. Scotiabank continues to locate, remove and prevent barriers so that we can build a diverse and inclusive environment while meeting accessibility requirements.

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 our 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.