Job Description

Requisition ID: 170505

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.
Bilingual Administrative Assistant, Global Banking & Markets (Hybrid) \xe2\x80\x93 Montreal, QC
Purpose Contributes to the overall success of Corporate and Investment Banking (CIB) team within Scotiabank\xe2\x80\x99s 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.
Is this role right for you?

• Responsible for prioritizing workload to ensure the group\xe2\x80\x99s objectives and deadlines are met. Acts as a culture carrier, monitoring adherence to policies and escalating as required.
• Establishes sound business relationships by providing courteous and efficient assistance to both internal and external clients.
• Champions a high-performance environment and contributes to an inclusive work environment
• 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.
• Responsible for drafting and/or reviewing communications for distribution to executive level management.

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

Business Management/ Admin Team Support

• Assist with onboarding and offboarding of new/terminated employees, coordinating with HR, Technology and Facilities
• 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.
• Acts as an alternate resource/backup for the other Administrative Assistants during lunch hours, breaks, end of day, illness and other absences, and shares in Admin Team responsibilities to support sector team and CIB business

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

Do you have the skills that will enable you to succeed in this role? We\'d love to work with you if you have:

• 
  Minimum High School Diploma (Grade 12) level high school completion
• Minimum 3-5 years in a related administrative role requiring significant multi-tasking \xe2\x80\x93 preferably in Financial Services Industry
• Experience supporting executive level management preferred
• Fully fluent both written and spoken in French and English
• Strong technical skills and knowledge of MS Office 2010 (e.g. Word, Excel and PowerPoint)
• Excellent coordination, organizational, time-management and work prioritization skills
• Attention to detail, resourceful, and diligence in follow-up
• Communicates clearly, articulately and succinctly in both oral and written form, with the ability to communicate to all levels within the organization.
• Flexibility, high tolerance for change and an ability to learn quickly
• Ability to handle sensitive materials under the pressure of last minute deadlines
• Desire to be proactive and create a positive experience for others

Note:

• Supports approximately 10-20 staff, including Industry and/or Desk Heads
• Critical support provided to CAN GBM senior leadership (non GBM Executives)
• Liaise with Technology, HR, Facilities and Finance to ensure proper workflow required to support team
• Partner with US and Canada assistants to support smooth travel of staff between offices

Pursuant to a language needs assessment conducted by Scotiabank, the successful candidate will be required to be able to communicate in English in addition to French because they will report to a manager from head office who is an English speaker.
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.

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.