Job Description

Requisition ID: 238088



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

Purpose

The Executive Assistant is responsible for providing administrative support to their CMO, VP(s) and their respective teams. This role is accountable for managing the schedules of key executives and including all meetings and business events, arranging travel, submitting expenses, and providing other support as needed.

Is this role right for you? In this role, you will:

Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge. Acts as the point of contact among executives, employees, clients, and other external partners.

Provides administrative support to executives by:

+ Managing information flow in a timely and accurate manner + Day to day management of calendars.
+ Booking conference rooms / meeting rooms / arranging for catering services / technical needs.
+ Booking travel arrangements
+ Document reproduction and preparation
+ Email messaging/Teams messaging
+ Reception support (visitors).
+ Arranging for or making urgent deliveries of documents / packages.
+ Managing email distribution lists

Maintains department's record keeping by:

+ Organizing / preparing / processing transactions / payments / expenses as needed + Checking and verifying transactions as prepared by others (if applicable)
+ Recording / inputting data to track / monitor and control expenses and/or other information as needed

Provides services and 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.
+ Maintaining information and/or data in departmental databases.
+ Setting up presentations from written material / rough drafts (e.g., Power Point).



Champions a high-performance environment and demonstrates a commitment to Scotiabank's values: accountability, passion, integrity, and respect. Delivers results in accordance with Scotiabank behavioral competencies. Creates an inclusive team culture and an environment where team members hear, share, and appreciate diverse perspectives. Directs day-to-day activities in a manner consistent with the Bank's risk culture and the relevant risk appetite statement and limits. 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, including but not limited to responsibilities under the Operational Risk Management Framework, Regulatory Compliance Risk Management Framework, AML/ATF Global Handbook, and the Guidelines for Business Conduct.

Dimensions

Handles routine and some complex decisions, refers contentious or difficult issues to supervisor and requires sound judgment. General supervision provided to ensure conformity to established regulations and procedures. Toronto-based VP/CMO and International Banking VP support with some Global Marketing team correspondence

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

Over 5 years of administrative experience, with preference for candidates who have supported two or more executives. Demonstrated understanding of departmental policies and procedures. Proven ability to organize effectively, prioritize tasks, and manage time efficiently. Excellent communication and interpersonal skills to support executive-level interactions. Skilled in evaluating and resolving calendar conflicts with sound judgment. Maintains a high degree of accuracy in all administrative tasks. Exercises discretion and confidentiality in handling sensitive information. Proficient in Microsoft Outlook and Teams, with expertise in calendar management, meeting coordination, and executive communications.

Working Conditions

Office work environment Limited travel Pressure from deadlines/accuracy with minimal control over pace of work and occasional interruptions


Location(s): Canada : Ontario : Toronto



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.