Administrative Assistant, Global Transaction

2 weeks ago

Toronto, Canada Scotiabank Full time

Requisition ID: 197242

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

**Global Transaction Banking**

Global Transaction Banking (GTB) is the payments and transaction engine of Scotiabank. We support Small Business, Commercial and Corporate clients with effective treasury management solutions coupled with a best-in-class service model, making it easy for clients to do business with us.

As businesses build their digital capabilities and transform their operating models, their payment needs are evolving too. Boasting a unique global footprint, GTB’s comprehensive suite of innovative banking solutions help our business clients generate operational efficiencies, streamline and simplify payments, improve working capital performance, and mitigate financial risk.

At Scotiabank, we embrace your strengths, ideas, and ambitions. GTB is a fast-growing team with a focus on the Americas, particularly Canada, the U.S., Mexico, and we are seeking top tier talent to complement our organization.

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

**Purpose**
Contributes to the overall success of the Global Business Payments organization 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. This is a temporary contract position.

**What You’ll Do**:

- Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems, and knowledge.
- **
Support the Vice Presidents in day-to-day management of their schedule by**:

- Coordinating, managing, and optimizing schedules. Eliminating conflicts and providing alternatives, ensuring good time flow. Solving any unforeseen changes as required.
- Demonstrating ability to strategically plan workflow and projects as assigned to ensure efficiency and completion in a timely manner. Demonstrate effective time management/organizational skills and handle moderately complex problems with relative autonomy. Ensure VPs are kept apprised of all projects/task status/potential issues and concerns and escalate to applicable VP for guidance when necessary.
- Establishing and maintaining a BF system.
- Coordinate travel for Vice Presidents in the most cost-effective manner ensuring scheduling and individual travel requirements are met.
- Proactively recommend changes to established procedures and guidelines to increase responsiveness and reduce number of recurring questions/concerns. Provide backup to other Executive/ Administrative Assistants to ensure proper coverage.
- **
Support the Vice Presidents’ Office correspondence by**:

- Dealing with correspondence as appropriate (responding, delivering).
- Composing correspondence for Vice Presidents’ signature.
- Demonstrating good verbal and written skills.
- Proofreading work /output against source documents.
- Providing receptionist support by receiving/screening/referring incoming calls and visitors using a high degree of discretion. Acting on telephone/mail requests received in their absence. Sorting and organizing incoming and outgoing correspondence.
- Always engaging in positive communication.
- **
Providing administrative support and assist in maintaining the Vice Presidents’ expense and other budgets by**:

- Monitoring assigned budgets and ensure adequate cost controls are in place.
- Verifying telephone bills and expense statements. Processing and maintaining the expense statements on T&E accurately for VPs.
- Preparing entries / transactions and supporting documentation to process payments.
- Dealing with correspondence as appropriate (responding, delivering, filtering);
- Composing correspondence for senior management officer’s signature.
- Producing material from written copy / rough notes.
- Proofreading work /output against source documents.
- Sorting and organizing incoming and outgoing mail.
- Monitoring / ordering / storing stationery supplies, including arranging for off-site storage and destruction of files / records.
- Setting up / maintaining filing systems.
- Monitoring/ ordering / storing stationery supplies, including arranging for off-site storage and destruction of files / records.
- Maintaining records and information to ensure and control security access.
- **
Work collaboratively with the team to organize/plan special events 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). Recommending on facility alternatives. Arranging for equipment and materials for meetings as appropriate.
- Meeting with outside providers of service (conference centres / hotels / caterers)
- Overseeing arrangements, ensuring smooth executi

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