Administrative Assistant

4 months ago

London, Canada Scotiabank Full time

Requisition ID: 201043

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

**Purpose**

The Administrative Assistant is responsible for providing administrative assistance to the District Vice Presidents of South West Ontario and Waterloo Districts. The incumbent is required to provide day to day support to the DVPs including schedule management, organizing meetings and conferences for the region, supporting the management of correspondence on behalf of the DVPs, as well as assisting with the department's budgets and expenses.

**Key Accountabilities**:
1. Support the DVPs in day to day management of their schedules by:

- Establishing and co-ordinating calendars;
- Arranging / scheduling appointments on behalf of the officers;
- Anticipating scheduling conflicts / problems and providing alternatives;
- Providing receptionist support by receiving / screening / referring incoming calls/visitors using a high degree of discretion;
- Acting on telephone / mail requests received on behalf of the DVPs.

2. Organize meeting / conference facilities by:

- Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees;
- Arranging bookings for boardrooms / conference rooms (internal);
- Arranging for equipment and materials for meetings as appropriate;
- Meeting with outside providers of service (conference centres / hotels / caterers);
- Recommending on facility alternatives;
- Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference;
- Preparing invitations for sign off by senior officer(s);
- Tracking responses of meeting attendees, following up as appropriate;
- Booking travel arrangements, ensuring all requirements of officer are met.

3. Support with correspondence by:

- Dealing with correspondence as appropriate
- Composing correspondence for senior management officer’s signature;

4. Provide administrative support by:

- Verifying expense statements;
- Monitoring / ordering / storing stationery supplies, including arranging for off-site storage and destruction of files / records;
- Gathering statistical information, presenting in organized formats and conducting simple analysis;
- Preparing and submitting reports;
- Maintaining records and information to ensure and control security access.

5. Assist in maintaining the department’s expense and other budgets by:

- Preparing entries / transactions and supporting documentation to process payments;
- Recording / inputting / documenting data to track, monitor and control expenses;
- Providing supporting information reports to management to support decisions;
- Producing statistical reports to assist in the budget processes.

**Skills and Requirements**:

- Strong verbal/written communication skills in English.
- Incumbent must be articulate.
- Excellent organizational skills.
- High level of discretion required when dealing in confidential matters.
- Good PC and presentation skills, including advanced knowledge of all MS Office Product suite.
- Admin Assistant experience considered an asset.

This critical role supports 2 District Vice Presidents in SWO and Waterloo Districts in Ontario Region. The role is a 12 month contract and successful applicant will work closely with 2 DVPs and multiple stakeholders across these markets. The majority of the role can be done remotely however some overnight travel (3-4 times per year) required.

Location(s): Canada : Ontario : Hamilton || Canada : Ontario : London || Canada : Ontario : Toronto || Canada : Ontario : Waterloo || Canada : Ontario : Windsor

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.

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