Administrative Assistant Full-time Job

Summary

 

Provides confidential administrative support to the District Vice President.  Responsible to provide various administrative support functions for the department, prioritizing the workload to ensure the group’s objectives and deadlines are met.  Supports these individuals with various projects and day to day workload functions. 

 

Responsabilities

 

• Answers and screens telephone calls.  Responsible for arranging Conference calls and Videoconferencing using Scotia preferred vendors.
• Arranges and coordinates travel (utilizing on-line system Egencia); schedules and follows up on reservations and itineraries. 
• Organizes and maintains administrative files, correspondence and other records.
• Coordinates DVP schedules and makes appointments as requested.
• Makes copies of correspondence or other printed materials as required.
• Coordinates meetings including room bookings and requesting technical, audio-visual support, catering, as required).
• Assists with maintenance of client-related databases (using both Excel and Salesforce).
• Establishes sound business relationships by providing courteous and efficient assistance to internal and external clients.
• Assists where possible with company research via the Internet, Library and other on-line services.  Also may be required to contact companies directly to update contact information.
• Acts as an alternate resource/backup for the other Administrative Assistants in the area during lunch hours, illness and other absences.
• Shares in Admin Team responsibilities that support the teams and the Department as a whole (i.e, managing off-site storage records, office supplies, and any ad hoc requests by the Department Administrator).

 

Requirements

 

• Minimum High School Diploma (Grade 12).
•  Prefer 2 years’ experience in an administrative role however not essential. 
• A general knowledge of the financial services industry and the ability to learn quickly are definite assets.
• Strong technical skills and knowledge of MS Office 2010 including:
• Word  – used extensively;
• Excel  – used extensively for expenses and databases (level varies based on group);
• PowerPoint  – used occasionally to provide assistance with print jobs and minor edits;
• Excellent organizational and coordination skills.
• Event Planning
• Ability to prioritize multi-person workloads to ensure assignments are completed accurately and meet given deadlines.
• Sound problem-solving skills.
• Demonstrated verbal and written communication skills, with the ability to communicate effectively within all levels of the organization. 
• Ability to quickly comprehend instructions.
• Ability to work in a fast-paced, at times stressful environment.
• Excellent time management skills to handle sensitive materials and the pressure of last minute deadlines.
• Willing to take ownership of tasks and responsibility for their completion.
• High tolerance for, and adaptable to change.  Flexibility is required.
• Ability to work overtime as required, often with short notice (sporadic).

 

Pursuant to a language needs assessment conducted by Scotiabank, the successful candidate will be required to be able to communicate in English & French because they will serve English-speaking clientele.

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.