Job Title

Title: Executive Assistant (Contract), Global Banking and Markets - Toronto, ON Requisition ID: 250855 Global Banking and Markets (GBM) is a leading Canadian Capital Markets and Investment Banking business with a growing platform in the US and Latin America, operating globally for over 100 years. Scotiabanks strong US presence provides our clients an important bridge to this key global market for trade and investment flows across the Americas and the world. Global Banking & Markets provides a full range of investment banking, credit and risk management products and services relevant to the financing and strategic development needs of our clients. Our products include debt and equity financing, mergers & acquisitions, corporate banking, institutional equity sales, trading, and research, fixed income products, derivatives, energy, foreign exchange, and precious & metals. We also cross-sell the full range of wholesale products and services offered by the Scotiabank Group. Overview: Contributes to the overall success of Corporate and Investment Banking (CIB) team within Scotiabanks Global Banking & Markets Division (GBM) in Canada, by providing high quality administrative support to assist in the execution of our business. The Administrative Coordinator 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. What Youll Do: Prioritize workload to ensure the groups objectives and deadlines are met. Act as a culture carrier, monitoring adherence to policies and escalating as required. Comprehend and adhere to policies implemented by the Global team; coach and ensure the CIB team has support to evidence they are in compliance with policies and procedures. Actively pursue effective and efficient operations of your respective areas, while ensuring the adequacy, adherence to and effectiveness of daytoday 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 your team by fostering an inclusive work environment; communicate vision/values/business strategy and manage succession and development planning for the team. Provide guidance and mentorship to more junior members of the Admin Team, using judgement and expertise to identify, resolve and escale daytoday administrative support, as required. Provide input into developing and enhancing current processes and procedures while adhering to administrative policies implemented globally. Client Related Support Calendar management: Coordinate team schedules and arrange client meetings as requested. Coordinate logistics of meetings, including room bookings and requesting technical, audiovisual and catering support as required. Travel: Arrange and coordinate travel including international travel, schedule and follow up on reservations and itineraries, travel visas (where required), etc. Expense Management Compile receipts and prepare extensive expense reports for approval and payment, ensuring timely completion and proper client coding. Prepare and submit invoices to Accounts Payable for processing. Follow up with AP regarding outstanding items. Client Interactions: Assist with maintenance of clientrelated data (names, titles, contact details, etc., using both Excel and Salesforce), update of client call reports, etc. Client Events: Arrange and coordinate client events including but not limited to booking, planning, liaising with clients for invitations and following up. Client files/materials: Organize, copy and maintain administrative files, correspondence and other records/materials as required and assist with pitch book binding if required, using inhouse binding system. Office phones: Answer and screen telephone calls on a multiline system, arrange conference calls and videoconferencing using Scotia preferred vendors. Assume 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/callin, etc. Point of contact for visiting staff. Preregister all guests, including employees from other locations. Assume local support including assigning office passes, desk space, room bookings, etc. What Youll Bring Postsecondary training in business administration or an equivalent combination of education and related experience. A minimum of 5 to 7 years of experience in a business administration support function. Strong technical skills and knowledge of MS Office 2010. Excellent coordination, organizational, timemanagement and work prioritization skills. Attention to detail, resourceful, and accountability in followup. Proactive approach to problemsolving and the ability to work independently to make decisions. Communicate 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. Work Arrangement: This position is largely an onsite role, with the expectation that you will work 4-5 days a week in the office. Please note that this is subject to change based on the needs of the business. Whats in it for you? We offer a comprehensive benefits program that supports your holistic wellbeing and worklife flexibility, including health, life and disability insurance, retirement savings, paid time off, and volunteer time benefits. Location: Canada: Ontario: Toronto Accommodation: 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. #J-18808-Ljbffr