Administrative Assistant, Private Investment Counsel Full-time Job

Job purpose

 

The Administration Assistant is responsible for the overall administrative support to the PIC Regional Leadership team which includes a Regional Director, a Market Lead and two Governance & Operations Managers.  

 

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

 

• Support the Regional leadership team in day to day management of his/her schedule by: establishing and co-ordinating calendars; providing support by receiving/ screening/ referring incoming calls/visitors using a high degree of discretion; booking travel arrangements, ensuring all requirements of officers are met.
• Support the Regional Leadership team by: Acting upon telephone/ mail requests received in the senior officer’s absence; Producing material from written copy/ rough notes, creating and editing presentations as requested; Event planning and guest list co-ordination, as required; Employee onboarding/offboarding, including equipment orders and system access.
• Assist in maintaining the senior officer / department’s expense and other budgets.
• Verifying invoices/expense statements prior to submitting for approval, and processing payment once approval is received;
• Compilation and management of various recurring and ad-hoc reports and requests; 
• Maintaining records and information to ensure and control security access.
• Co-ordinate and facilitate the release of significant initiatives / communications or launches by liasing between groups, both internal and external, to ensure timely / accurate delivery of materials.

 

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

• Strong organizational skills and ability to set priorities and manage time
• Strong communication and interpersonal skills in English and French. Pursuant to a language needs assessment conducted by Scotiabank, the successful candidate will be required to be able to communicate in English in addition to French because they will be required to work closely with other groups from head office who operate primarily in English, and they will serve and English-speaking clientele.
• High degree of accuracy required
• High level of discretion required in dealing with confidential matters
• Competence in using all facets of Microsoft Office.
• Comfort and familiarity with CRM systems.

Scotiabank is one of North America's leading financial institutions, and Canada's most international bank. We provide innovative financial products and services to individuals, small and medium-size businesses, corporations and governments across Canada and around the world.