Executive Assistant

Scotiabank; New York (NY); On-site; USD 70,000 - 100,000; Full time

Job summary

Scotiabank in New York City is seeking an Executive Assistant to support a team of 5+ senior executives and 6+ junior staff. You will manage complex calendars, prepare extensive expense reports, and coordinate domestic and international travel using bank systems.

The role requires 5–7 years in a business administration support function, strong MS Office skills, and the ability to work independently under deadlines. This is a full-time position based in NYC.

Qualifications

• Post-secondary training in business administration or equivalent experience.
• 5–7 years in a business administration support role, preferably in financial services.
• Extensive experience managing expenses and budgets.
• Strong MS Office skills, especially in Excel and Outlook.

Responsibilities

• Provide confidential executive support for multiple senior leaders and staff.
• Maximize calendars, prioritize client-facing work and schedule optimization.
• Coordinate complex domestic and international travel and pre-approvals.
• Prepare and submit extensive expense reports and vendor invoices.
• Maintain client databases (Salesforce) and ensure data accuracy.
• Assist with meeting logistics, invitations, tech needs, and catering.

Skills

Expense management

Communication skills

Organizational skills

Time management

Independent decision-making

Education

Post-secondary training in business administration

Tools

MS Office 2010

Job description

Please note that the Salary Range shown is a guideline only. Salary offered may vary based on factors, including, but not limited to, the successful candidate's relevant knowledge, skills, and experience.

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

Executive Assistant

Global Banking and Markets

Global Banking and Markets (GBM) is a leading Capital Markets and Investment Banking platform with a competitive presence across the Americas, operating globally over 100 years. Scotiabank's strong US presence provides our clients an important bridge to this key global market for trade and investment flows across the Americas and the world.

Global Banking & Markets provides a full range of investment banking, credit and risk management products and services relevant to the financing and strategic development needs of our clients. Our products include debt and equity financing, mergers & acquisitions, corporate banking, institutional equity sales, trading and research, fixed income products, derivatives, energy, foreign exchange and precious metals. We also cross-sell the full range of wholesale products and services offered by the Scotiabank Group including transaction banking and trade finance solutions.

Be part of an innovative Global Capital Markets and Investment Banking business with a unique geographic footprint that puts capital to work for our clients across industries! We work together to drive ambition to every future!

Purpose

Contributes to the overall success of Global Banking & Markets (GBM) in the USA, 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.

What You’ll Do

• Provide confidential executive support including the following:
  
  • Support a team that includes 5+ senior executives and 6+ junior staff, concurrently and efficiently
  • Submit manual monthly expenses with precision and urgency. 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.
  • Prioritize client-facing work with competing internal demands managing the business
  • Maximize calendar efficiency for the team, creating productive schedules for the team while anticipating scheduling conflicts and clearly and concisely proposing alternative solutions
  • Manage complex and frequent domestic and international travel using Bank-supported travel booking portals and approval systems. Submit travel pre-approvals in internal systems, make arrangements for travel, planning meetings, calendar management, event planning.
  • Manage all meeting logistics, including invitations, technology requirements and catering and assist with document preparation for management and team meetings
  • Keep client databases (Salesforce) up-to date with appropriate client information
  • Answer phones and take messages as appropriate
  • Ensure smooth execution of the above while assessing outcomes for future reference
• Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge. Act as a culture carrier, monitoring adherence to policies and escalating as required.
• Provide input into developing and enhancing current processes and procedures.
• Comprehend and adhere to administrative policies implemented globally.
• Provide guidance and mentorship to more junior members of the Admin Team.
• Use judgement and expertise to identify, resolve and escape day-to-day administrative support, as required.
• Establish sound business relationships by providing courteous and efficient assistance to both internal and external clients.
• Actively pursue effective and efficient operations of his/her 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, including but not limited to responsibilities under the Operational Risk Management Framework, Regulatory Compliance Risk Management Framework, AML/ATF Global Handbook and the Guidelines for Business Conduct.
• Champion a high performance environment and implement a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment; communicating vison/values/business strategy and managing succession and development planning for the team.
• Perform other duties as required.

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, preferably within financial services industry
• Extensive experience managing expenses
• 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

Interested

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 .

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): United States : New York : New York City

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.

Scotiabank is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by federal, state, or local law.