Administrative Officer

3 months ago

Toronto, Canada Scotiabank Full time

Requisition ID: 206252

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

**Purpose**:
The Administrative Officer 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.

**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:

- 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;
- Process administrative Invoices as per the required procedure. Examples of invoices include contractor fees, lease payments, building maintenance, professional dues, office supplies, stock transfer agent fees and medallion stamp/plate fees;
- Manages Campus Operations mailbox and maintains employee Toronto distribution lists;
- Serves as the key point of contact for records administration with Iron Mountain. This includes ordering labels, supporting the team in filling out request forms, and coordinating the deliver and retrieval of boxes of records via Iron Mountain Connect portal;
- Establishing and co-coordinating calendars;
- Establishing and maintaining a Bring Forward system;
- Providing receptionist support by receiving / screening / referring incoming calls / visitors using a high degree of discretion;
- Booking conference rooms / meeting rooms / arranging for catering services;
- Booking travel arrangements;
- Supporting other Global Operations 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;
- Participating in the OHS committee to ensure the Campus has adequate Fire Wardens, First Aid Attendants and Health and Safety representatives;
- Organizing fire drills and publish Fire Wardens, First Aid Attendants and Health and Safety material on bulletin boards and Sharepoint Campus sites;
- Coordinating Business Continuity Plan activities and send communications in the event of an emergency;
- Managing Community Lead/ reception desk and respond to all ad hoc requests and inquiries.

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 them by resolving those matters within their discretion, to the partners’ satisfaction or by referring the partner to the appropriate resource;
- Working closely with the bank staff and outside vendors to ensure services rendered meets the established requirements and schedules;
- Providing 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 by:

- 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.

5/ Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.

6/ Actively pursues effective and efficient operations of their 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, including but not limited to responsibilities under the Operational Risk Management Framework, Regulatory Compliance Risk Management Framework, AML/ATF Global Handbook and the Guidelines for Business Conduct.

7/ Champions a high-performance environment and implements a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment, communicating vision/values/business strategy and managing succession and deve

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