Administrative Assistant Full-time Job

Administrative Assistant, Global Banking and Markets (Bilingual) - Montreal

Global Banking and Markets (GBM) is a leading Canadian Capital Markets and Investment Banking business with a growing platform in the US and Latin America, operating globally for over 100 years. Scotiabank’s strong U.S. 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. 

 

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 for every future!

 

Purpose

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 Admin Assistant 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:

• Responsible for prioritizing workload to ensure the group’s objectives and deadlines are met. Acts as a culture carrier, monitoring adherence to policies and escalating as required
• Establishes sound business relationships by providing courteous and efficient assistance to both internal and external clients
• Champions a high-performance environment and contributes to an inclusive work environment
• 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.
• Responsible for drafting and/or reviewing communications for distribution to executive level management

 

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: 1. Compiles receipts and prepares extensive expense reports for approval and payment, ensuring timely completion and proper client coding. 2. 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.  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

 

Business Management/ Admin Team Support

• Assist with onboarding and offboarding of new/terminated employees, coordinating with HR, Technology and Facilities
• 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.
• Acts as an alternate resource/backup for the other Administrative Assistants during lunch hours, breaks, end of day, illness and other absences, and shares in Admin Team responsibilities to support sector team and CIB business
• Comprehends and adheres 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 pursues 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

 

What You'll Bring:

• 2-5 years of experience in a related administrative role requiring significant multi-tasking – preferably in Financial Services Industry
• Experience supporting executive level management preferred
• Fully fluent both written and spoken in French and English
• Strong technical skills and knowledge of MS Office 2010 (e.g. Word, Excel and PowerPoint)
• Excellent coordination, organizational, time-management and work prioritization skills
• Attention to detail, resourceful, and diligence in follow-up
• 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 currently a hybrid role, with the expectation that you will work at least 4 days a week in the office. Please note that this is subject to change based on the needs of the business.

The Bank of Nova Scotia, operating as Scotiabank, is a Canadian multinational banking and financial services company headquartered in Toronto, Ontario. One of Canada's Big Five banks, it is the third-largest Canadian bank by deposits and market capitalization. In 2023, the companys seat in Forbes Global 2000 was 88.