Executive Assistant, Equity Capital Markets

What Youll Do Responsible for prioritizing workload to ensure the groups 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 New York. 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, 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. What Youll Bring : Minimum High School Diploma (Grade 12) level high school completion Minimum 7 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. Flexibility, high tolerance for change and an ability to learn quickly Ability to handle sensitive materials under the pressure of last minute deadlines Desire to be proactive and create a positive experience for others Interested? At Scotiabank, every employee is empowered to reach their fullest potential, respected for who they are and, embraced for their differences. Thats why we work to grow and diversify talent and engage employees in a performance-oriented culture. What's in it for you? Scotiabank wants you to be able to bring your best self to work and life, every day. With a focus on holistic well-being, our many flexible benefit programs are designed to help support your unique family, financial, physical, mental, and social health needs. #J-18808-Ljbffr