Administrative Assistant, Global Banking And Markets - Toronto, On

 
 
Requisition ID: #
Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.
Administrative Assistant, Global Banking and Markets - Toronto, ON
Global Banking and Markets 
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
As an Administrative Assistant you'll contribute 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. 
What You'll Do:
-Prioritize workload to ensure the group’s objectives and deadlines are met and act as a culture carrier and e
stablish sound business relationships by providing courteous and efficient assistance to both internal and external clients
-Actively pursue effective and efficient operations of your 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
-Coach and ensure CIB team has support to evidence they are in compliance with policies and procedures
-Champion a high-performance environment and contributes to an inclusive work environment
Client & CIB Team Related Support 
-Calendar management for multiple team members
-Coordinate team schedules and arrange client meetings as requested, including room bookings and requesting technical, audio-visual and catering support as required
-Travel:  Arrange and coordinate travel including international travel, schedules and follows up on reservations and itineraries, travel visas (where required) 
-Expense Management: 
-Compile receipts and prepares extensive expense reports for approval and payment, ensuring timely completion and proper client coding 
-Prepare and submit invoices to Accounts Payable for processing and follow up with AP regarding outstanding items
-Client Interactions / Files:
-Assist with maintenance of client-related data (using both Excel and Salesforce), update of client call reports, etc. 
-Organize, copy and maintain administrative files, correspondence and other records/materials as required 
-Office phones: Answer and screen telephone calls on a multi-line system, arranging conference calls and videoconferencing using Scotia preferred vendors
Documentation: 
-Assume 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 and ensure team is assigned to attend/call-in, etc.
-Draft and/or review communications for distribution to executive level management
-Assist with pitch book binding if required, using in-house binding system
Business Management / Admin Team Support:
-Assist with onboarding and offboarding of new/terminated employees, coordinating with HR, Technology and Facilities
-Greet and pre-register all guests, including employees from other locations with assigning office passes, desk space, room bookings, etc.
-Act 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
 
What You'll Bring:
-Minimum 5-7 years in a related administrative role requiring significant multi-tasking – preferably in Financial Services Industry
-Extensive experience in calendar, expense and travel management, supporting executive level management teams
-Support approximately 15-20 staff, including Industry and/or Desk Heads and provide critical support to CAN GBM senior leadership (non GBM Executives)
-Liaise with Technology, HR, Facilities and Finance to ensure proper workflow required to support team
-Partner with US and Canada assistants to support smooth travel of staff between offices
-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
-Ability to communicate to all levels within the organization in a clear, articulate and succinct form 
-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 four days a week in the office. Please note that this is subject to change based on the needs of the business.
#LI-Onsite 
Interested? 
If your experience is closely related but doesn’t align perfectly with every qualification, we do encourage you - you might be the right candidate for this or other roles at Scotiabank! 
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.
 
Location(s):  Canada : Ontario : Toronto 
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 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.