Executive Assistant - Ontario Region - Jobs in Toronto, ON

Job Description

Requisition ID: 104534Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.PurposeThe Executive Assistant is responsible for providing administrative assistance to the Regional Senior Vice President (RSVP) and Regional Vice President (RVP), for the Ontario Region. The incumbent is required to provide day to day support to the RSVP and RVP including schedule management, organizing meetings and conferences for the region, supporting the management of correspondence on behalf of the RSVP and RVP, as well as assisting with the department's budgets and expenses.Key Accountabilities:1. Support the RSVP and RVP in day to day management of their schedules by:Establishing and co-ordinating calendars;Arranging / scheduling appointments on behalf of the officers;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 on behalf of the RSVP and RVP.2. Organize meeting / conference facilities 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 centres / hotels / caterers);Recommending on facility alternatives;Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference;Preparing invitations for sign off by senior officer(s);Tracking responses of meeting attendees, following up as appropriate;Booking travel arrangements, ensuring all requirements of officer are met.3. Support with correspondence by:Sorting and organizing incoming and outgoing mail;Dealing with correspondence as appropriate (responding, delivering, filtering);Composing correspondence for senior management officer’s signature;Producing material from written copy / rough notes;Proofreading work / output against source documents;Setting up / maintaining filing systems.4. Provide administrative support by:Verifying telephone bills / expense statements;Monitoring / ordering / storing stationery supplies, including arranging for off-site storage and destruction of files / records;Ordering and managing stationery;Gathering statistical information, presenting in organized formats and conducting simple analysis;Preparing and submitting reports;Maintaining records and information to ensure and control security access.5. Assist in maintaining the 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;Producing statistical reports to assist in the budget processes.Skills and Requirements:Strong verbal/written communication skills in English & French.Incumbent must be articulate.Excellent organizational skills.High level of discretion required when dealing in confidential matters.Good PC and presentation skills, including advanced knowledge of all MS Office Product suite.Executive Assistant experience considered an asset.Banking experience considered an asset.Abiltiy to work dowtown Toronto once per week would be required.Location(s): Canada : Ontario : TorontoScotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. 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. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.