Financial Services Administrative Assistant

2 weeks ago

Montreal, Quebec, Canada Scotiabank Full time
Company Overview

Scotiabank is a leading bank in the Americas, guided by its purpose: "for every future". The bank helps its customers, their families, and communities achieve success through a range of advice, products, and services, including personal and commercial banking, wealth management, and private banking.

About the Role

This Administrative Assistant position is part of Scotiabank's Global Banking and Markets Division (GBM) in Canada. The successful candidate will provide high-quality administrative support to assist in the execution of business objectives within the Corporate and Investment Banking (CIB) team.

Job Responsibilities
  • Prioritize workload to ensure group objectives and deadlines are met, acting as a culture carrier and monitoring adherence to policies and escalating as required.
  • Establish sound business relationships by providing courteous and efficient assistance to internal and external clients.
  • Champion a high-performance environment and contribute to an inclusive work environment.
  • Assume ad-hoc projects to support management, including gathering and compiling data for weekly meetings, organizing logistics for client events, and tracking key client dates.
  • Draft and/or review communications for distribution to executive-level management.
Client-Related Support
  • Calendar management: Coordinate team schedules and arrange client meetings, coordinate logistics, and request technical support as needed.
  • Travel: Arrange and coordinate travel, schedule reservations, follow up on itineraries, and obtain travel visas when required.
  • Expense Management: Compile receipts and prepare expense reports for approval and payment, ensuring timely completion and proper coding.
  • Client Interactions: Assist with maintaining client-related data, update call reports, and organize files and materials as required.
  • Office phones: Answer and screen calls, arrange conference calls, and use videoconferencing tools.
Business Management/ Admin Team Support
  • Assist with onboarding and offboarding new employees, coordinating with HR, Technology, and Facilities.
  • Point of contact for visiting staff, pre-register guests, assign office passes, desk space, and room bookings.
  • Act as an alternate resource for other Administrative Assistants during breaks, illness, or absences, sharing responsibilities to support sector teams and CIB business.
Required Skills and Qualifications
  • 2-5 years of experience in a related administrative role requiring significant multi-tasking – preferably in Financial Services.
  • Experience supporting executive-level management preferred.
  • Fully fluent in both written and spoken English and French.
  • Strong technical skills and knowledge of MS Office 2010.
  • Excellent coordination, organizational, time-management, and work prioritization skills.
  • Attention to detail, resourcefulness, and diligence in follow-up.
  • Communicates clearly, articulately, and succinctly in oral and written form, with the ability to communicate to all levels within the organization.
  • Flexibility, high tolerance for change, and ability to learn quickly.
  • Ability to handle sensitive materials under pressure.
Benefits

Scotiabank offers a competitive salary of approximately $60,000-$80,000 per year, depending on experience, plus benefits such as holistic well-being programs, flexible work arrangements, and opportunities for professional growth and development.

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