Executive Assistant

ScotiabankNew York City, NY
6dOnsite

About The Position

Contributes to the overall success of Global Banking & Markets (GBM) in the USA, ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.

Requirements

  • Post-secondary 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, preferably within financial services industry
  • Extensive experience managing expenses
  • Strong technical skills and knowledge of MS Office 2010
  • Excellent coordination, organizational, time-management and work prioritization skills
  • Attention to detail, resourceful, and accountability in follow-up
  • Proactive approach to problem-solving and the ability to work independently to make decisions.
  • 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

Responsibilities

  • Provide confidential executive support including the following:
  • Support a team that includes 5+ senior executives and 6+ junior staff, concurrently and efficiently
  • Submit manual monthly expenses with precision and urgency.
  • Compiles receipts and prepares extensive expense reports for approval and payment, ensuring timely completion and proper client coding.
  • Prepares and submits invoices to Accounts Payable for processing.
  • Follows up with AP regarding outstanding items.
  • Prioritize client-facing work with competing internal demands managing the business
  • Maximize calendar efficiency for the team, creating productive schedules for the team while anticipating scheduling conflicts and clearly and concisely proposing alternative solutions
  • Manage complex and frequent domestic and international travel using Bank-supported travel booking portals and approval systems.
  • Submit travel pre-approvals in internal systems, make arrangements for travel, planning meetings, calendar management, event planning.
  • Manage all meeting logistics, including invitations, technology requirements and catering and assist with document preparation for management and team meetings
  • Keep client databases (Salesforce) up-to date with appropriate client information
  • Answer phones and take messages as appropriate
  • Ensure smooth execution of the above while assessing outcomes for future reference
  • Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
  • Act as a culture carrier, monitoring adherence to policies and escalating as required.
  • Provide input into developing and enhancing current processes and procedures.
  • Comprehend and adhere to administrative policies implemented globally.
  • Provide guidance and mentorship to more junior members of the Admin Team.
  • Use judgement and expertise to identify, resolve and escalate day-to-day administrative support, as required.
  • Establish sound business relationships by providing courteous and efficient assistance to both internal and external clients.
  • Actively pursue 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.
  • Champion a high performance environment and implement a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment; communicating vison/values/business strategy and managing succession and development planning for the team.
  • Perform other duties as required.
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