GCM Executive Assistant

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  Provides confidential executive support to Senior Management, as assigned, as well as a combination of senior management and team. Acts as a culture carrier, monitoring adherence to policies and escalating as required.
• Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
• Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings.
• Maximizes calendar efficiency for the team, creates productive schedules anticipating scheduling conflicts and clearly and concisely proposes alternative solutions. Manages meeting logistics including room bookings, technology and audio-visual requests and catering support as required.
• Arranges and coordinates complex and frequent 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 (AP) for processing. Follows up with AP regarding outstanding items.
• Assumes ad hoc projects as they arise in an effort to support executives including but not limited to: 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 and ensuring team is assigned to attend / call-in, etc.
• Point of contact for staff visiting New York. Pre-registers all guests, including employees from other locations. Assumes local support including assigning office passes, desk space, room bookings, etc.
• 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, arranges conference calls and videoconferencing using Scotia preferred vendors. Provides assistance using independent judgment to determine that requiring priority attention.
• Provides guidance and mentorship to more junior members of the Admin Team. Uses judgement and expertise to identify, resolve and escalate day-to-day administrative support, as required.
• Provides input into developing and enhancing current processes and procedures. Comprehend and adhere to administrative policies implemented globally.
• 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, 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.
• Perform other duties as required.

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

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  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
• Strong technical skills and knowledge of MS Office 2010 including heavy outlook calendar management
• Self-motivated, self-starter, flexible with an ability to learn quickly.
• Ability to maintain composure, effectiveness, and flexibility while under pressure and must be able to recognize potential problems, effectively communicate those problems and recommend solutions
• Excellent coordination, organizational, time-management and work prioritization skills
• Ability to process high volume of expense reports and obtain appropriate pre-approvals within specified guidelines
• Strong 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