Administrative Assistant Full-time Job

What you'll be doing...

 

The Administrative Assistant is responsible for providing administrative support for Senior Management (VPs). As a member of the Campus Operations team, you are responsible for contributing to the overall success of the unit by providing a high level of professional administrative and service support to our campus and branch partners while adhering to Bank security and operational procedures and policies. You are responsible for contributing to the provision of human, straightforward and knowledgeable service through your daily interactions to foster a relationship of mutual trust and confidence with partners and other team members. Flexibility is key in a constantly changing environment (procedural and automated systems).

 

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

 

1. Contribute to the overall business objectives of the Global Operations Senior Management Officers by: 

•  Establishing and co-coordinating calendars;
•  Arranging /scheduling appointments on behalf of the officer;
•  Anticipating scheduling conflicts / problems and providing alternatives;
•  Establishing and maintaining a BF system;
•  Providing receptionist support by receiving / screening / referring incoming calls / visitors using a high degree of discretion;
•  Acting on email, in-person or online requests received in the senior officer’s absence, or seek guidance, as required;
• Booking conference rooms / meeting rooms / arranging for catering services;
• Coordinate meetings, townhalls, and other events by preparing agenda items, helping with presentations, taking meeting minutes and sending recap emails, as requested by the VPs;
• Booking travel arrangements;
• Reconciling and processing expenses and budgeting on behalf of the VP and the leadership team, as required;
• Support onboarding and offboarding activities on behalf of the VPs
• Coordinate on/offsite meetings, team-initiated engagement events;
• Arranging for or making urgent deliveries of documents / packages
• Ensuring sorting / processing of incoming/outgoing mail;
• Support other GO VPs or higher when their Administrative Assistants or Executive Assistants are absent, on a planned and unplanned basis such as vacancies, vacations, or sudden absences;

 

2. Ensuring service provided to partners is of the highest quality by ensuring that all service level commitments to customers are met or exceeded by:

• Taking full responsibility for all partner enquiries/concerns/complaints directed to him/her by resolving those matters within his/her discretion, to the partners’ satisfaction or by referring the partner to the appropriate resource
• The incumbent works closely with BNS staff and outside vendors to ensure services rendered meets the established requirements and schedules
• Provide feedback and processing improvement to the Senior Manager Campus Operations.

 

3. Participate in the efficiency in all processes and functions performed in the department through ongoing review of new and existing processes:

• Verifying telephone bills/expense statements
• Ordering and managing stationery
• Gathering statistical information, presenting in organized formats, and conducting simple analysis
• Preparing and submitting reports
• Maintaining contact lists and employee information, as requested by the VPs.

 

4. Foster positive work environment by promoting, participating, and supporting team engagement events.

 

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

• College or University Diploma, or relevant experience required
• Demonstrated organizational skills with a keen attention to details and the ability to manage multiple tasks simultaneously.
• Strong Word, Excel and PowerPoint Skills required.
• High level of discretion required when dealing with confidential matters
• Passionate about building and fostering relationships, while providing great customer service
• Minimum 6+ months of experience in a related administrative role requiring multiple calendar management, including one or more Leader
• Bilingual (Spanish/English) is a strong asset  

 

 

Working Conditions

The core hours of operation are scheduled between Monday-Friday, 7:00am - 5:00pm. Possibility of 2 days working from home (flexible to VP needs), after 3 months of on-site training. 

 

Location 

Must be able to travel to the Downtown Toronto and 888 Birchmount Rd,  2201 Eglinton Avenue sites.

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.