Administrative Assistant

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

Contributes to the overall success of the GTEP department globally ensuring specific individual goals, plans, and initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensure all activities conducted are in compliance with governing regulations, internal policies and procedures.

Provides administrative support for the one or more GTEP leadership team members and team representatives.

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
• Manages calendar and other administrative functions for support GTEP leaders.
• Act as a point of contact for guests, partners, employees of the supported teams on site.
• Coordinate agenda, minutes and logistics for supported GTEP leaders team meetings, site visits, trips, among others:
  • Responsible for putting together and sending out the agenda for the leadership meetings based on frequency.
  • Responsible for scribing, preparing and sending out the minutes of the Leadership Meeting before the next meeting.
  • Coordinate as per request, meeting invites attendees, coordination of meeting rooms and any other equipment necessary for the meetings.
  • Coordinate meetings for supported GTEP leaders, with attendees potentially in multiple countries and time zones.
  • Coordination of any required transportation arrangements such as air tickets, taxis, hotel and restaurant reservation for site visits.
• Support the timely and accurate management of expenses for the GTEP leadership team by ensuring prompt submission of invoices and/or expense reports. Complete all expense reports, to ensure accuracy monthly, as well as the bills and receipts are submitted.
• Complete review and sign‑off of CA‑PPM timesheets for the department.
• Support the leadership team in their ability to effectively deliver objectives and results through administrative activities including:
  • Photocopying, printing, creating and maintaining spreadsheets/central reporting.
  • Creating PowerPoint decks working with the department leadership.
  • Maintaining and ordering office supplies and equipment.
  • Coordinating / organizing mail, courier and shipping.
  • Point of contact for supply and event vendors, etc.
  • Maintaining for managers and site vacation schedule.
• Support the production, coordination and general communications of the GTEP team leaders.
  • Updating and maintaining content for print‑based communication channels/display Boards.
  • Updating and maintaining the employee email groups.
  • Reviewing staff suggestions and distributing them to appropriate areas for response. Posting response in appropriate medium for review by staff.
• Maintain accurate and up‑to‑date phone lists for the GTEP teams supported, including those for BCP purposes. Maintain organization chart and prepare staff requisitions to cover vacancies.
• Maintain the BCP plan updates including the transitions of new functions.
• Understand how the Bank’s risk appetite and risk culture should be considered in day‑to‑day activities and decisions.
• Actively pursues effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day‑to‑day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
• Champions a high‑performance environment and contributes to an inclusive work environment.

• Excellent interpersonal skills:
  Represents the department as the first contact for visitors, staff, and vendors. Must maintain strong relationships with leadership team, handle confidential matters discreetly, and remain calm under pressure.
• Excellent verbal and written communication skills in English and Spanish:
  Must be able to effectively direct incoming calls from multiple sources and take detailed messages where appropriate. Must be able to correct spelling/grammar/vocabulary on outgoing material,…