Administrative Co-ordinator, Global Banking

Requisition ID: 175317

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

**Administrative Co-Ordinator, Global Banking & Markets**

**Why work for Scotiabank?**

Scotiabank is a leading bank in the Americas. We are powered by over 90,000 high-performing teammates making a real difference across the globe as a leading provider of advice, products, digital experiences, and financial services.

This is a place where you will learn and develop your skills, while being recognized for your hard work. At Scotiabank, we are passionate about bringing our whole selves to work, allowing us to create inclusive work environments for everyone to enjoy.

Scotiabank is a leading provider of a full range of investment banking, credit and risk management products to our clients. Products and services include mergers & acquisitions, debt and equity financing, corporate banking, institutional equity sales, trading and research, fixed income products, derivatives, and foreign exchange.

**Purpose**

Contributes to the overall success of Corporate and Investment Banking (CIB) team within Scotiabank’s Global Banking & Markets Division (GBM) in Canada, by providing high quality administrative support to assist in the execution of our business. The Admin Assistant ensures all activities are in compliance with governing regulations, internal policies and procedures and will build strong partnerships across the Bank to provide support for the team.

**Position Highlights**
- Responsible for prioritizing workload to ensure the group’s objectives and deadlines are met. Acts as a culture carrier, monitoring adherence to policies and escalating as required.
- Comprehends and adheres to policies implemented by the Global team; coaches and ensures CIB team has support to evidence they are in compliance with policies and procedures.
- Actively pursues effective and efficient operations of his/her 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
- Champion a high performance environment and implement a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment; communicating vison/values/business strategy and managing succession and development planning for the team
- Provide guidance and mentorship to more junior members of the Admin Team. Use judgement and expertise to identify, resolve and escalate day-to-day administrative support, as required.
- Provide input into developing and enhancing current processes and procedures.

**Client Related Support**
- Calendar management: Coordinates team schedules and arranges client meetings as requested. Coordinates logistics of meetings, including room bookings and requesting technical, audio-visual and catering support as required.
- Travel: Arranges and coordinates travel including international travel, schedules and follows up on reservations and itineraries, Travel visas (where required), etc.
- Expense Management:

- 1. Compiles receipts and prepares extensive expense reports for approval and payment, ensuring timely completion and proper client coding.
- 2. Prepares and submits invoices to Accounts Payable for processing. Follows up with AP regarding outstanding items.
- Client Interactions: Assists with maintenance of client-related data (names, titles, contact details, etc -using both Excel and Salesforce), update of client call reports, etc.
- Client Events: Arranges and coordinates client events including but not limited to booking, planning, liaising with clients for invitations and following up.
- Client files/ materials: Organizes, copies and maintains administrative files, correspondence and other records/materials as required. Assists with pitch book binding if required, using in-house binding system
- Office phones: Answers and screens telephone calls on a multi-line system, arranging conference calls and videoconferencing using Scotia preferred vendors
- Assumes ad hoc projects as they arise in support of management, including the gathering and compiling of data from various sources for weekly meetings, organizing and managing logistics for client events (including venue booking), researching and tracking key client dates (AGMs, quarterly IR calls, etc.) and ensure team is assigned to attend / call-in, etc.
- Point of contact for visiting staff. Pre-registers all guests, including employees from other locations. Assumes local support including assigning office passes, desk space, room bookings, etc.
- Primarily acts as an alternate resource/backup for the other Administrative Assistants

**Is this role right for you?**
- Liaise with Technology, HR, Facilities and Finance to ensure proper workflow required to support team
- Primarily acts as an alternate resource/backup for the other Administrative