Requisition ID: 231465

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

The Administration Assistant contributes to the overall success of a District(s) within a Canadian Banking Region, by providing efficient and effective administrative and operational support to District Vice President(s) (DVPs). The work done by the Administration Assistant allows the DVP(s) to maximize their time in market, leading and coaching their teams.

Accountabilities:

Provide DVP(s) with administrative support, including

• • Assisting in managing schedules, travel and coordination of branch visits and booking other meetings
  • As directed, coordinating  and facilitating the release of Bank, Regional and District communications, including liaising with groups involved to ensure timely, accurate delivery and maintaining distribution lists
  • Providing PC services and support including composing and producing routine correspondence, producing documents (memos, letters, presentations, spreadsheets); proof-reading work against source documents; and conducting regular back-up of systems data/documents
  • Tracking and follow up of recognition programs such as Applause
  • Monitoring and ordering office supplies/sundry items

Provide support for District reporting and expense management, including

• • Reconciling, preparing and submitting DVP(s)’ monthly expenses
  • Reconciling District  budgets and expenses, including inputting, validating, tracking and following up on information to support the budget process
  • Assisting DVP(s) with completion of applicable forms, templates and reporting requests and ensuring appropriate supporting documentation is on file

As directed by the DVP(s), provide support to the District, including

• • Assisting the DVP(s) in vetting and validating branch and district inputs for annual goals / profit planning and recognition programs
  • Providing event management planning and support for district meetings including: securing venues; arranging equipment, refreshments and other meeting venue logistics; agenda creation; creating presentations; inviting participants; arranging for guest speakers; and any post-event follow up required
  • Jointly with the DVP and Branch Manager, coordinating New Branch Opening celebratory activities, including identifying and coordinating invitations to internal partners and other stakeholders and coordinating district/branch staff participation
  • Providing support and coordination for all-Bank, Canadian Banking or EO-driven initiatives in the district (e.g. Marketing initiatives such as Hockeyfest and Hockeyville; Best of the Best)
  • Coordinating/assisting with managing district Business Continuity planning and validation

Support DVP(s) with District and Local Area Activities by:

• • Overseeing philanthropic requests; managing incoming requests and coordinating participation of district resources (jointly with DVP) and forwarding requests to regional or EO offices for consideration, as applicable
  • Tabulating and sharing campaign results (e.g. Scotia Volunteer campaigns; fundraising campaigns; marketing campaigns, etc.)
  • Managing the distribution of tickets and invitations for events
  • Assisting DVP(s) in identifying opportunities within the District to include representation by District resources in Local Area Activities

Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions

• Actively pursue 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.

Champion a high performance environment and contributes to an inclusive work environment.

Specific dimensions associated with measurement of success in this role include:

• Support 1 DVP (one district)
• The district has approximately 16-22 branches, i.e. 16-22 Branch Managers reporting to the DVP
• The incumbent completes most responsibilities with a minimum of supervision. Direction is received from the DVP(s); however, since DVPs are often out of the office, visiting branches or working in a separate office, the incumbent must be able to work independently.
• Exercising discretion is a key component to executing daily activities. 

Qualifications

• High proficiency in using PC applications, including Word, Excel, PowerPoint
• Able to commute to branches in Halifax district as needed 
• High level of proficiency with Outlook and Lync
• High degree of accuracy and attention to detail
• Good understanding of basic bookkeeping principles, budgeting and expense management
• Strong organizational skills and ability to set priorities and manage time effectively
• Strong communication and interpersonal skills
• High level of discretion required in dealing with confidential matters
• Working knowledge of Retail Banking products and related policies, processes, systems and tools
• Previous administrative experience is an asset
• Undergraduate degree in business or similar discipline is an asset

Location(s):  Canada : Nova Scotia : Halifax 

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. 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.