Administrative Assistant, Private Investment

Requisition ID

186272 Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture. **Job purpose** The Administration Assistant is responsible for the overall administrative support to the PIC Regional Leadership team which includes a Regional Director, a Market Lead and two Governance & Operations Managers. **Major Accountabilities**: 1. Support the Regional leadership team in day to day management of his/her schedule by: - Establishing and co-ordinating calendars; - Arranging/ scheduling appointments on behalf of the officer, if requested; - Anticipating scheduling conflicts / problems and providing alternatives; - Establishing and maintaining a BF (bring forward) system; - Providing support by receiving/ screening/ referring incoming calls/visitors using a high degree of discretion; - Booking travel arrangements, ensuring all requirements of officers are met. 2.

Support the Regional Leadership team by

- Sorting and organizing incoming and outgoing mail and dealing with correspondence as appropriate (responding, delivering, filtering); - Acting upon telephone/ mail requests received in the senior officer’s absence; - Composing correspondence for senior management officer’s signature; - Producing material from written copy/ rough notes, creating and editing presentations as requested; - Proofreading work/output against source documents; - Event planning and guest list co-ordination, as required; - Employee onboarding/offboarding, including equipment orders and system access. 3. Assist in maintaining the senior officer / 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. 4.

Provide administrative support to Regional Leadership team by: - Booking conference rooms/meeting rooms /arranging for catering services; - Photocopying / binding documents; - Arranging for or making urgent deliveries of documents / packages; - Verifying invoices/expense statements prior to submitting for approval, and processing payment once approval is received; - Compilation and management of various recurring and ad-hoc reports and requests; - Maintaining records and information to ensure and control security access. 5. Provide general regional administrative support by: - Ordering and managing stationery, business cards, marketing and other supplies for the applicable PIC teams; - Arranging for off-site storage and destruction of files/records for applicable PIC teams; - Acting as iTrac Power User for PIC teams in the region, maintaining lists and sending communications, as applicable; - Providing Salesbuilder support, assigning/ removing access as required, managing bulk profile transfers between PIC Relationship Managers, where applicable; 6.

Provide PC services and/or support, by: - Composing & producing routine correspondence; - Formatting and producing spreadsheets (Level 2 Complexity - advanced formulas); - Maintaining information and/or data in departmental databases; - Setting up presentations from written material / rough drafts (Level 2 Complexity - e.g. Power Point); - Responding to requests for technical assistance relating to standard software issues, troubleshooting IT issues and referring to appropriate departments, when necessary; - Provide office management support for region 7.

As directed, co-ordinate and facilitate the release of significant initiatives / communications or launches by: - Liasing between groups, both internal and external, to ensure timely / accurate delivery of materials. **Background and experience**: - Strong organizational skills and ability to set priorities and manage time - Strong communication and interpersonal skills in English and French - High degree of accuracy required - High level of discretion required in dealing with confidential matters - Competence in using all facets of Microsoft Office. - Comfort and familiarity with CRM systems. Location(s): Canada : Quebec : Montreal 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.