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Executive Assistant

3 months ago

Greater Sudbury, Canada Scotiabank Full time

Requisition ID: 202329
Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

You will provide efficient and confidential administrative support the the VPs in the Wealth Business. You will be responsible for independent prioritization of the workload to ensure the identified objectives and deadlines are met and ensure internal and external clients are handled in a courteous and friendly manner.

The Executive Assistant contributes to the overall success of the department by ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team's business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.

Is this role right for you?

  • Establishing and coordinating calendars
  • Arranging/scheduling appointments on behalf of the officer
  • Anticipating scheduling conflicts/problems and providing alternatives
  • Providing receptionist support by screening/referring incoming calls/visitors
  • Acting on telephone / mail requests received in the senior officer's absence
  • Dealing with correspondence as appropriate (responding, delivering, filtering based on knowledge of work)
  • Prepare communications, including reports and presentations for Executives, internal partners and external stakeholders, using a variety of computer programs as required, including MS Office, Adobe, etc.
  • Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees
  • Meeting with outside providers of service (conference centres / hotels / caterers)
  • Booking travel arrangements, ensuring all requirements of officer are met
  • Track completion of action items from meetings
  • Verifying telephone bills/expense statements/preparing and submitting reports
  • Coordinate with service providers such as Building Maintenance, IT Support Teams, Distribution Services
  • Onboard new hires including PC and phone set-up, access requests
  • Manage department expenses and prepare expense reports, coordinating with Finance as required
  • Preparing entries / transactions and supporting documentation to process payment
  • Recording /inputting / documenting data to track, monitor and control expenses

Do you have the skills that will enable you to succeed in this role?

  • Ability to work well as a team player and independently; proactive and flexible; adaptable to change; comfortable working in a fast paced environment and with multiple and shifting priorities.
  • Excellent technology skills (MS Office, Outlook, Internet Explorer, etc.) and sound knowledge of business/bank terminology and departmental procedures
  • Excellent organizational / time management skills to handle a fast-paced (sometimes stressful) environment; able to quickly comprehend instructions, independently prioritize multi-person workloads, take ownership of and ensure assignments are completed accurately and deadlines are met
  • Demonstrates strong verbal and written communications skills, with the ability to communicate effectively within all levels of the organization; ability to maintain harmonious relationships with co-workers within Canada and internationally and with various external contacts
  • Ability to work overtime as required, often with short notice (sporadic)
  • Conducts oneself in a highly professional manner and operates with a high degree of discretion and confidentiality
  • College diploma or equivalent work experience. Previous experience in the banking or brokerage industry or a law firm would be an asset.

What's in it for you?

  • Diversity, Equity, Inclusion & Allyship - We strive to create an inclusive culture where every employee is empowered to reach their fullest potential, respected for who they are, and are embraced through bias-free practices and inclusive values across Scotiabank. We embrace diversity and provide opportunities for all employee to learn, grow & participate through our various Employee Resource Groups (ERGs) that span across diverse gender identities, ethnicity, race, age, ability & veterans.
  • Accessibility and Workplace Accommodations - 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. Scotiabank continues to locate, remove and prevent barriers so that we can build a diverse and inclusive environment while meeting accessibility requirements.
  • Upskilling through online courses, cross-functional development opportunities, and tuition assistance.
  • Competitive Rewards program including bonus, flexible vacation, personal, sick days and benefits will start on day one.
  • Dynamic Ecosystem - Free tea & coffee, universal washrooms, and lots of space for team collaboration.
  • Community Engagement - No matter where you choose to work from; we offer opportunities for community engagement & belonging with our various programs such as hackathons, contests, cooking with friends, Humans of Digital and much more

Working location condition: Hybrid

#LI-Hybrid

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 apply directly 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.

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