Requisition ID: 178311

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

Purpose of Job

The Administrative Officer is responsible for providing direct administrative support to two Vice-Presidents in Real Estate. He/she reports to the Senior Manager, Administration and Special Projects.

The incumbent works under the guidance and direction of the Senior Manager, and the Vice-Presidents, completing most accountabilities independently, with minimum guidance.

Key Job Accountabilities

1. Provide expert analytical and administrative support to the Vice Presidents by proactively managing the calendar, coordinating meetings, making travel arrangements, preparing and verifying out of pocket and travel expense claims, ensuring they conform to Bank policy.
2. Plan and organize meetings by taking responsibility for assembling the agenda, location, meeting technology and all other meeting logistics. For some meetings, this includes taking minutes. Taking a proactive role in developing, gathering content and preparing a range of Executive level PowerPoint decks for global team meetings. These presentations often contain complex information extracted from various sources.
3. Gather relevant information from multiple sources and manipulate data across Word, PowerPoint & Excel files.
4. Coordinate/plan/schedule special events and conferences; prepare agendas and related documentation; coordinate work with other departments and organizations.
5. Increase the effectiveness of the admin. operating protocols by identifying, developing, and implementing new and more efficient systems and procedures to simplify work or to eliminate redundant tasks.
6. Maintain confidentiality and use discretion with sensitive information.
7. The Admin. Officer provides back up support to the Sr. Admin Officer supporting the Senior Vice President.
8. Manages the project survey process for Real Estate. Send out project surveys for all office and branch projects while tracking results and communicating results to project teams.
9. Assists the Compliance Team with critical document review for completed projects.
10. The Admin Officer also provides department-wide administrative support when needed and lends a hand for special projects.

Skills, Experiences and Functional Competencies

• Strong technical skills and analytical skills
• Highly proficient MS Office skills (Word, PowerPoint, Excel, and Outlook)
• Good knowledge of the Bank’s structure, processes, and procedures
• Strong interpersonal and communication (written/verbal) skills
• Reliable and discreet in handling sensitive issues and confidential information/documentation
• Highly motivated and adept at obtaining pertinent information
• Self-starter and takes initiative
• Able to multi-task effectively and efficiently
• Good time management skills with the ability to prioritize
• Able to work independently with minimum direction
• Exceptional interpersonal skills including demonstrated ability to liaise on an executive level
• Demonstrated ability to prioritize and manage multiple tasks and effectively balance competing work demands
• Exceptional organizational skills and demonstrated capacity to be proactive by proposing progressive strategies to create efficiencies in helping manage the work
• Demonstrated aptitude for finding solutions to complex issues through strong problem resolution skills
• Demonstrated ability to exercise excellent judgement, tact, and discretion with confidential or sensitive materials and situations
• Good numerate ability, accuracy a must
• Exercises tact, good judgement and has a strong sense of confidentiality

Location(s): Canada : Ontario : Toronto

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.