Administrative Coordinator, Global Banking

6 months ago

Toronto, Canada Scotiabank Full time

Requisition ID: 194299

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

**Administrative Coordinator, Global Banking & 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

**Position Highlights**

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 Administrative Coordinator 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**:

- Prioritize workload to ensure the group’s objectives and deadlines are met. Acts as a culture carrier, monitoring adherence to policies and escalating as required
- Primarily acts as an alternate resource/backup for the other Administrative Assistants
- Adhere to policies implemented by the Global team; coach and ensure CIB team has support to evidence they are in compliance with policies and procedures
- 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
- Provide guidance and mentorship to more junior members of the Admin Team and use judgement and expertise to identify, resolve and escalate day-to-day administrative support, as required
- Provide input into developing and enhancing current processes and procedures
- 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: Assist with maintenance of client-related data (names, titles, contact details, etc
- using both Excel and Salesforce), update of client call reports, etc.
- Client Events: Arrange and coordinate client events including but not limited to booking, planning, liaising with clients for invitations and following up
- Client files/ materials: Organize, copy and maintain administrative files, correspondence and other records/materials as required and assists with pitch book binding if required, using in-house binding system
- Office phones: Answer and screen telephone calls on a multi-line system, arranging conference calls and videoconferencing using Scotia preferred vendors
- 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 (AGMs, quarterly IR calls, etc.) and ensure team is assigned to attend / call-in, etc.
- Point of contact for visiting staff. Pre-register all guests, including employees from other locations and provide local support including assigning office passes, desk space, room bookings, etc.

**What You’ll Bring**:

- Post-secondary training in business administration or an equivalent combination of education and related experience
- A minimum of 5 to 7 years of experience in a business administration su

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