Overview
Administrative Assistant Jobs in Toronto, Ontario at Scotiabank
Title: Administrative Assistant
Company: Scotiabank
Location: Toronto, Ontario
Requisition ID: 194156
Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.
The Executive Assistant is responsible for providing senior administrative support for three VPs across the Global Contact Centres.
Accountabilities
Support the executive in day to day management of his/her schedule by:
Establishing and coordinating calendars.
Arranging / scheduling appointments on behalf of the executives.
Anticipating scheduling conflicts / problems and providing alternatives.
Providing receptionist support by receiving / screening / referring incoming calls/visitors using a high degree of discretion.
Acting on telephone / mail requests received in the VP’s absence.
Support The Executive With Correspondence By
Dealing with correspondence as appropriate (responding, delivering, filtering based on knowledge of work).
Composing correspondence for the executive’s signature.
Producing material from written copy / rough notes.
Proofreading work / output against source documents.
Setting up / maintaining filing systems.
Organize Meetings / Conferences By
Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees.
Arranging bookings for boardrooms / conference rooms (internal).
Arranging for equipment and materials for meetings as appropriate.
Meeting with outside providers of service (conference centers / hotels / caterers).
Recommending facility alternatives.
Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference.
Preparing invitations for sign off by the executives.
Tracking responses of meeting attendees, following up as appropriate.
Booking travel arrangements, ensuring all requirements are met.
Provide Administrative And Project Related Support By
Verifying applicable bills/expense statements.
Track completion of action items from meetings.
Preparation of Service Level Agreements, organization charts and other communications as required.
Preparing And Submitting Reports
Assist in maintaining the VP’s / 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.
Dimensions
Supports up to 3 executives with administrative tasks.
Proven track record of success in a complex matrix organization.
Education / Experience / Other Information
University Degree from an accredited university or college in Administration. Alternatively, an Associate Degree from an accredited university or college and 3 -4 years of related experience.
Strong knowledge of MS Office applications and PC skills, particularly spreadsheets and presentation tools.
Sound knowledge of business/bank terminology and departmental procedures.
High level of discretion required when dealing with confidential matters
Highly organized and strong organizational know-how (structures, key, staff, etc.)
Good interpersonal relations
Adaptable to change/flexible in a fast-paced, dynamic environment.
Excellent problem resolution skills; resourceful and effective in a deadline-oriented environment.
Demonstrated performance orientation with a results-focused approach
Working Conditions/ Other Details
Hybrid working model with onsite work in a st…
