Executive Assistant

Banque Scotia (Bank of Nova Scotia); New York (NY); On-site; USD 61,000 - 102,000; Full time

Job summary

A leading financial institution is looking for an Executive Assistant for their Global Transaction Banking division in New York. The role entails providing comprehensive administrative support to senior managers, ensuring effective calendar management, travel arrangements, and creating expense reports. Candidates should have a strong background in business administration, excellent communication skills, and the capability to manage multiple priorities within a dynamic environment.

Benefits

Flexible benefit programs

Inclusive work environment

Qualifications

• Minimum 5 to 7 years in business administration support, preferably in finance.
• Strong technical skills with MS Office and expense management.
• Ability to manage schedule and travel logistics efficiently.

Responsibilities

• Provide executive support for 3-5 MDs, including managing expenses.
• Organize travel arrangements and manage complex calendars.
• Champion a customer-focused culture to enhance client relationships.

Skills

Attention to detail

Organizational skills

Problem-solving

Communication

Time-management

Education

Post-secondary training in business administration

Tools

MS Office 2010

Job description

Requisition ID : 227582 Salary Range : 61,200.00 - 101,800.00 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 Transaction Banking - New York, NY Global Transaction Banking Global Transaction Banking (GTB) is the payments and transaction engine of Scotiabank. We support Small Business, Commercial and Corporate clients with effective treasury management solutions coupled with a best-in class service model, making it easy for clients to do business with us. As businesses build their digital capabilities and transform their operating models, their payment needs are evolving too. Boasting a unique global footprint, GTB's comprehensive suite of innovative banking solutions help our business clients generate operational efficiencies, streamline and simplify payments, improve working capital performance, and mitigate financial risk. At Scotiabank, we embrace your strengths, ideas, and ambitions. GTB is a fast-growing team with a focus on the Americas, particularly Canada, the U.S., Mexico, and we are seeking top tier talent to complement our organization. Join a purpose-driven winning team, committed to results, in an inclusive and high-performing culture. Overview / Purpose Contributes to the overall success of Global Transaction Banking (GTB) 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 3-5 MDs in the US Global Transaction Banking (GTB) team.
• 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 escalate 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, every employee is empowered to reach their fullest potential, respected for who they are and, embraced for their differences. That's 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. #GTB 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. 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. Nearest Major Market : New York City Job Segment : Accounts Payable, Compliance, Risk Management, Administrative Assistant, Executive Assistant, Finance, Legal, Administrative

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