Executive Assistant & Office Manager, San Francisco Office, Global Banking & Markets

Requisition ID: 180537

Salary Range: 57,100.00 - 95,100.00

Please note that the Salary Range shown is a guideline only. Salary offered may vary based on factors, including, but not limited to, the successful candidate’s relevant knowledge, skills, and experience.

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

Position: Executive Assistant & Office Manager, San Francisco Office, Global Banking & Markets

Purpose

This role will oversee the San Francisco Office as well as provide administrative support to the Corporate & Investment Banking (CIB) Technology team. This role manages the day-to-day office management activities. Contributes to the overall success of the business and GBM by supporting and ensuring the team’s strategic objectives are executed effectively and all activities conducted are in compliance with governing regulations, internal policies and procedures.

Accountabilities

• Leads and drives a customer focused culture throughout their team to support CIB deepen client relationships and leverage broader Bank relationships, systems and knowledge
• Builds a high-performance environment and implements a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment and using a coaching mindset and behaviors; communicating vison/values/business strategy; and, managing succession and development planning for the team

Administrative Assistant

• Responsible for prioritizing workload to ensure the group’s objectives and deadlines are met. Acts as a culture carrier, monitoring adherence to policies and escalating as required
• Comprehends and adheres to policies implemented by the Global team for their respective departments
• Arranges and coordinates extensive travel including international travel, schedules and follows up on reservations and itineraries. Assists with procuring Travel Visas through preferred third-party service
• 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
• Assists with maintenance of client-related databases (using both Excel and Salesforce)
• Assumes ad hoc projects as they arise in support of management, including the gathering and compiling of data from various sources for weekly meetings, organizing and managing logistics for client events (including venue booking), researching and tracking key client dates (AGMs, quarterly IR calls, etc) and ensure team is assigned to attend / call-in, etc.
• Calendar management, coordinates desk heads schedules and makes appointments as requested. Coordinates meetings, including room bookings and requesting technical, audio-visual and catering support as required
• Point of contact for staff visiting San Francisco. Pre-registers all guests, including employees from other locations. Assumes local support including assigning office passes, desk space, room bookings, etc.
• Responsible for drafting and/or reviewing communications for distribution to executive level management
• Ensures proper onboarding and offboarding of new/terminated employees, including coordination with HR, Technology and Facilities
• Organizes, copies and maintains administrative files, correspondence and other records/materials as required. Assists with pitch book binding if required, using in-house binding system
• Answers and screens telephone calls on a multi-line system, arranging conference calls and videoconferencing using Scotia preferred vendors
• Acts as an alternate resource/backup for the other Administrative Assistants/ Receptionist during lunch hours, breaks, end of day, illness and other absences, and shares in Admin Team responsibilities to support the team and department as a whole
• Establishes sound business relationships by providing courteous and efficient assistance to both internal and external clients.
• 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 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
• Champions a high-performance environment and contributes to an inclusive work environment
• Performs other duties as required

Office Management

• Primary contact for ongoing building operations
• Coordinate with US Facilities team to negotiate leases, support any construction work that needs to be done to the office, manage office furniture
• Ensure office equipment is functional and contracts are up to date;
• Oversee vendor contracts for the San Francisco office in coordination with Third Party Risk Management
• Manage ongoing overall office expenses to ensure policies are followed
• Run security reports as needed

IT

• Connect new laptops for patching and configuring
• Arrange the shipping and receiving of equipment for users including phones and laptops
• Setup and move equipment, such as monitors and docks, at desks for users
• Provide access to the IDF closet
• Keep inventory of equipment for the expansion and future hires
• Troubleshoot printing issues
• Help new users get setup at their desks and provide them their equipment

Facilities

• Assist Facilities manager and facilities officer as a point of contact for scheduling service calls and preventive maintenance of furniture, hvac, equipment, printers, housekeeping and plumbing for premises
• Ensure adequate levels of stationery and supplies are maintained and ensure storage areas are kept in an orderly fashion
• Posting and preparing invoices for approval
• Manage US Facilities Intake System for San Francisco office

Physical Security

• Coordinate access control for new hires, terminations, access changes
• Storage and safe keeping of spare access cards that can be activated when needed

Business Continuity Management

• Coordinate Business Continuity Management activities between the BC Planners and Office Staff
• Provide input to the annual refresh of the Emergency Response Procedures
• Work with Business Continuity Management team to help disseminate critical information to office staff during disruptive incidents
• Timely communication of local events (i.e., weather, earthquakes, etc.) that could potentially disrupt BAU to the Business Continuity Management team
• Ensure new office staff have contact information updated at me@scotia

Do you have the skills you need to succeed? We'd love to work with you, if you have:

• 
  Minimum High School Diploma (Grade 12) level high school completion
• Minimum 5 years in a related administrative role requiring significant multi-tasking – preferably in Financial Services Industry
• Experience supporting executive level management preferred
• Strong technical skills and knowledge of MS Office 2010(e.g. Word, Excel and PowerPoint)
• Excellent coordination, organizational, time-management and work prioritization skills
• Attention to detail, resourceful, and diligence in follow-up
• Communicates clearly, articulately and succinctly in both oral and written form, with the ability to communicate to all levels within the organization
• Ability to handle sensitive materials under the pressure of last minute deadlines
• Desire to be proactive and create a positive experience for others
• Ability to work at a fast pace with flexibility to constant change
• Ability to manage multiple projects simultaneously with competing deadlines while maintaining a high standard of work and attention to detail
• Ability to perform effectively in a team environment
• High professional standards including a strong sense of personal integrity and teamwork
• Demonstrated ability to quickly adapt to new situations
• Flexible to demands of work and viewed as a valuable team resource

Location(s): United States : California : San Francisco

Scotiabank 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. 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.