Executive Assistant, Global Banking and Markets - Toronto, ON

Scotiabank - Global Banking and Markets; Toronto; On-site; CAD 60,000 - 85,000; Full time

Job summary

Scotiabank's Global Banking and Markets in Toronto seeks an Executive Assistant to provide high-level administrative support, coordinating calendars, meetings and travel for the GBM team. This onsite role requires 5 days in the office and a proactive, detail-oriented approach to ensure compliance and smooth operations.

The role leverages MS Office and Salesforce, supports client interactions and events, and contributes to a collaborative, client-focused wholesale banking environment in Toronto.

Qualifications

• Post-secondary training in business administration or equivalent.
• 5–7 years of experience in a business administration support function.
• Strong technical skills and knowledge of MS Office 2010.
• Excellent coordination, organizational, time-management and work prioritization skills.
• Attention to detail, resourceful, and accountability in follow-up.
• Proactive approach to problem-solving and the ability to work independently to make decisions.
• Communicates clearly, articulately and succinctly in both oral and written form, with the ability to communicate to all levels within the organization.
• Flexibility, high tolerance for change and an ability to learn quickly.
• Ability to handle sensitive materials under the pressure of last-minute deadlines.
• Desire to be proactive and create a positive experience for others.

Responsibilities

• Prioritize workload to meet the group's objectives and deadlines.
• Ensure adherence to policies and procedures across the Global team; coach and support compliance.
• Maintain day-to-day operations with strong controls for risk and regulatory compliance.
• Support a high-performance environment and foster an inclusive work culture.
• Provide guidance to junior Admin Team members and escalate issues as needed.
• Assist in developing and enhancing current processes and procedures.
• Client Related Support: manage calendars, travel logistics, meetings and client events.
• Expense Management: prepare receipts, expense reports, and invoicing.
• Client data maintenance in Excel and Salesforce; update client call reports.
• Office operations: answer phones, coordinate conferencing and venue bookings.

Skills

MS Office

Calendar management

Communication skills

Organizational skills

Attention to detail

Education

Post-secondary training in business administration

Tools

Salesforce

Microsoft Office

Job description

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

Executive Assistant, Global Banking and Markets - Toronto, ON

Global Banking and Markets

Global Banking and Markets (GBM) conducts the Bank’s wholesale banking and capital markets business with corporate, government and institutional investor clients. GBM is a full-service wholesale bank and investment dealer in Canada and Mexico and offers a range of products and services in the U.S., Latin America and in select markets in Europe and Asia-Pacific.

More specifically, GBM provides clients with:

• corporate lending;
• transaction banking (including payments, trade finance and cash management);
• investment banking (including corporate finance and mergers & acquisitions);
• fixed income and equity underwriting, sales, trading and research;
• prime services (prime brokerage and stock lending);
• foreign exchange sales and trading;
• commodity derivatives;
• collateral management.

Overview

Contributes to the overall success of Corporate and Investment Banking (CIB) team within Scotiabank's Global Banking & Markets Division (GBM) in Canada, by providing high quality administrative support to assist in the execution of our business. The Administrative Coordinator ensures all activities are in compliance with governing regulations, internal policies and procedures and will build strong partnerships across the Bank to provide support for the team.

What You'll Do

• Prioritize workload to ensure the group's objectives and deadlines are met. Act as a culture carrier, monitoring adherence to policies and escalating as required
• Comprehend and adhere to policies implemented by the Global team; coaches and ensures CIB team has support to evidence they are in compliance with policies and procedures
• Actively pursue effective and efficient operations of your 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
• Champion a high performance environment and implement a people strategy that attracts, retains, develops and motivates your team by fostering an inclusive work environment; communicating vison/values/business strategy and managing succession and development planning for the team
• Provide guidance and mentorship to more junior members of the Admin Team, using judgement and expertise to identify, resolve and escalation day-to-day administrative support, as required
• Provide input into developing and enhancing current processes and procedures while adhering to administrative policies implemented globally
• Client Related Support
  • Calendar management: Coordinates team schedules and arranges client meetings as requested. Coordinates logistics of meetings, including room bookings and requesting technical, audio-visual and catering support as required.
  • Travel: Arranges and coordinates travel including international travel, schedules and follows up on reservations and itineraries, Travel visas (where required), etc.
• Expense Management:
  • Compiles receipts and prepares extensive expense reports for approval and payment, ensuring timely completion and proper client coding
  • Prepares and submits invoices to Accounts Payable for processing. Follows up with AP regarding outstanding items
• Client Interactions: Assists with maintenance of client-related data (names, titles, contact details, etc., using both Excel and Salesforce), update of client call reports, etc.
• Client Events: Arranges and coordinates client events including but not limited to booking, planning, liaising with clients for invitations and following up
• Client files/ materials: Organizes, copies and maintains administrative files, correspondence and other records/materials as required and assists with pitch book binding if required, using in-house binding system
• Office phones: Answers and screens telephone calls on a multi-line system, arranging conference calls and videoconferencing using Scotia preferred vendors
• Assumes ad hoc projects as they arise in support of management, including the gathering and compiling of data from various sources for weekly meetings, organizing and managing logistics for client events (including venue booking), researching and tracking key client dates (AGMs, quarterly IR calls, etc.) and ensure team is assigned to attend / call-in, etc.
• Point of contact for visiting staff. Pre-registers all guests, including employees from other locations. Assumes local support including assigning office passes, desk space, room bookings, etc.

What You'll Bring

• Post-secondary training in business administration or an equivalent combination of education and related experience
• A minimum of 5 to 7 years of experience in a business administration support function
• Strong technical skills and knowledge of MS Office 2010
• Excellent coordination, organizational, time-management and work prioritization skills
• Attention to detail, resourceful, and accountability in follow-up
• Proactive approach to problem-solving and the ability to work independently to make decisions.
• Communicates clearly, articulately and succinctly in both oral and written form, with the ability to communicate to all levels within the organization
• Flexibility, high tolerance for change and an ability to learn quickly
• Ability to handle sensitive materials under the pressure of last-minute deadlines
• Desire to be proactive and create a positive experience for others

Work Arrangement

This position is an onsite role, with the expectation that you will 5 days a week in the office and will require some support after regular business hours and on weekends. Please note that this is subject to change based on the needs of the business.

Interested?

At Scotiabank, you'll be joining an organization that values inclusion, accountability, innovative thinking and collaboration, a culture where people feel safe to learn, grow, and contribute while delivering exceptional results for our clients. We believe in winning together, as one team, strengthening the collaborative spirit that defines GBM's client partnerships. We value transparency, shared goals, and purposeful work.

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.