Executive Assistant

Scotiabank; Toronto; On-site; CAD 65,000 - 85,000; Full time

Job summary

A leading bank in Canada is seeking a Senior Administrative Officer to provide direct administrative support to senior leaders, ensuring efficient operations through expert calendar management, expense reporting, and project support. The role demands a reliable, organized individual who can handle confidential information and foster an inclusive workplace culture.

Benefits

Flexible benefit programs

Holistic well-being focus

Inclusivity and accessibility initiatives

Qualifications

• Experience supporting a Senior Vice President.
• Strong ability in making travel arrangements.
• Expertise in preparing complex expense reports.

Responsibilities

• Manage calendars and travel arrangements for the Senior Vice President.
• Coordinate meetings and prepare necessary materials.
• Handle confidential information with discretion.

Skills

Organizational skills

Calendar management

Analytical skills

Interpersonal skills

Communication skills

Education

University Degree or College Diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Outlook

Job description

Requisition ID: 228349

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

Purpose

The Senior Administrative Officer is responsible for providing direct administrative support to the Senior Vice-President, as well as some other senior leaders in Real Estate. This role reports to the Senior Manager, Administration & Special Projects.

The Senior Administrative Officer provides executive support to the Senior Vice President with minimal direction in handling special assignments varying in scope and length. The Senior Administrative Officer must be completely trustworthy and dependable in handling and processing private and confidential material, information, and sensitive issues.

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

• Provide expert analytical and administrative support to the Senior Vice President and senior leadership team by proactively managing calendars, making extensive regular/ongoing travel arrangements, including itineraries.
• Preparing complex expense reports (Canada and US), ensuring they all adhere to Bank policy.
• Plan and organize meetings by taking responsibility for assembling the agenda, location, meeting technology and all other meeting logistics. This includes taking a proactive role in developing, gathering content and preparing PowerPoint decks. These presentations often contain complex information extracted from various sources.
• Gather relevant information from multiple sources and manipulate data across Word, PowerPoint & Excel files.
• Represent the Senior Vice President and the leadership team in a professional manner when acting on their behalf. Monitor and direct flow of information to senior/executive leaders.
• Coordinate/plan/schedule special events and conferences; prepare agendas and related documentation; coordinate work with other departments and organizations.
• Lend a hand when there is additional work or special projects. Provide back-up for other members of the admin. team.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
• Actively pursues effective and efficient operations of their respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
• Champions a high-performance environment and contributes to an inclusive work environment.
• Supports a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
  
  

Skills

Do you have the skills that will enable you to succeed in this role? – We’d love to work with you if you have:

• University Degree or College Diploma
• Seasoned administrative experience supporting a Senior Vice President
• Strong organizational skills to make regular extensive travel arrangements
• Expert calendar management skills
• Advanced expense reporting skills using different currencies
• Strong analytical skills
• Highly proficient PC skills (Word, PowerPoint, Excel) and Outlook
• Good knowledge of the Bank’s structure, processes, and procedures
• Strong interpersonal and communication (written/verbal) skills
• Reliable and discreet in handling sensitive issues and confidential information/documentation
• Highly motivated and adept at obtaining pertinent information
• Self-starter and takes initiative
• Able to multi-task effectively and efficiently
• Good time management skills with the ability to prioritize
• Able to work independently with minimum direction
• Exceptional interpersonal skills including demonstrated ability to liaise on an executive level
• Demonstrated ability to prioritize and manage multiple tasks and effectively balance competing work demands
• Exceptional organizational skills and demonstrated capacity to be proactive by identifying potential challenges and proposing progressive strategies to create efficiencies in helping manage the work and mitigate future issues
• Demonstrated aptitude for finding solutions to complex issues through problem resolution skills
• Demonstrated ability to exercise excellent judgement, tact, and discretion with confidential or sensitive materials and situations
• Will need to be available to provide support after hours, as needed
• Proficient in Spanish would be an asset
  
  

Work Arrangement

• Work in a standard office-based environment; non-standard hours are a common occurrence. Limited travel domestically/internationally/globally.
  
  

Interested?

At Scotiabank, every employee is empowered to reach their fullest potential, respected for who they are and, embraced for their differences. That is why we work to grow and diversify talent and engage employees in a performance-oriented culture.

What's in it for you?

Scotiabank wants you to be able to bring your best self to work – and life, every day. With a focus on holistic well-being, our many flexible benefit programs are designed to help support your unique family, financial, physical, mental, and social health needs.

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.