Executive Assistant

Executive Assistant - New York, NY Overview

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.

• 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 escape 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 vision/values/business strategy and managing succession and development planning for the team.
• Perform other duties as required.

• 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

Scotiab…