Regional Administrative Assistant

Requisition ID: 215405 Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture. **Purpose of Job** The Administration Assistant is responsible for overall support to the PIC Regional Leadership team which includes direct senior administrative support to a Regional Director and general administrative support to the Regional Director’s direct reports which consist of Market Leaders and a Regional Operations Manager. **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; - Anticipating scheduling conflicts / problems and providing alternatives; - Establishing and maintaining a BF system; - Providing receptionist support by receiving / screening / referring incoming calls/visitors using a high degree of discretion; - Acting upon telephone / mail requests received in the senior officer’s absence. **2. Support the Regional Leadership team with correspondence by**: - Sorting and organizing incoming and outgoing mail; - Dealing with correspondence as appropriate (responding, delivering, filtering); - Composing correspondence for senior management officer’s signature; - Producing material from written copy / rough notes; - Transcribing dictation; - Proofreading work /output against source documents; - Monitoring / ordering / storing stationery supplies, including arranging for off-site storage and destruction of files / records; - Setting up / maintaining filing systems; - Booking travel arrangements, ensuring all requirements of officer are met. **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; - Booking travel arrangements; - Photocopying / binding documents; - Ensuring reception support (visitors / telephone messages); - Arranging for or making urgent deliveries of documents / packages; - Ensuring sorting/processing of incoming/outgoing mail. **5. Provide administrative support by**: - Verifying telephone bills/expense statements - Ordering and managing stationery - 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. **6.Provide PC services and/or support, by**: - Composing & producing routine correspondence; - Producing documents from written material / rough drafts (e.g. letters / memos / reports); proof-reading work/output against source documents; - 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); - Conducting back up of systems; - Responding to requests for technical assistance relating to standard software issues. - Responsible for the preparation of the offices bank account deposits. - Provide office management support for region - Provide onboarding/termination support for new staff joining the 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; - Organizing steps, to move project through various stages of production, e.g. graphics / legal/printing / distribution; - Contacting and arranging printing, production, receipt of signoffs, etc. - Functional competencies - Thorough knowledge and understanding of department’s policies and procedures; - Strong organizational skills and ability to set priorities and manage time; - Strong communication and interpersonal skills; - High degree of accuracy required; - High level of discretion required in dealing with confidential matters; - Strong knowledge basic bookkeeping principles; - Sound knowledge of business/bank terminology and departmental procedures. - Strong and professional level verbal/written communication skills. - Incumbent must be articulate. - Excellent organizational skills. - Strong organizational know-how (structure, key staff). **Background/experience**: - Competence in using all facets of Microsoft Office. - Comfort and familiarity with CRM systems. Location(s): Canada : Alberta : Edmonton Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our cust