Administrative Assistant, Global Human Resources - Toronto, Canada - Scotiabank

Scotiabank
Scotiabank
Verified Company
Toronto, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description
Requisition ID: 176921

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

Purpose
Provides efficient and confidential administrative support to 4 HR Business Partner executives at the Vice President level.

The incumbent is an experienced multi-tasker with excellent communication skills and an upbeat attitude to ensure the identified objectives are met and to ensure internal and external stakeholders are handled in a courteous and friendly manner.


The Administrative Assistant contributes to the overall success of the HR Business Partner team by providing administrative and clerical support, with some exposure to departmental strategic initiatives, Incumbent should always be prepared and responsive, work collaboratively across various departments, and ultimately, contribute to the efficiency of our team by providing personalized and timely support to executives.

They also ensure that all activities conducted follow governing regulations, internal policies and procedures.

Accountabilities

  • Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
  • Support assigned Executives in daytoday management of schedule and correspondence by:
  • Managing complex calendars requiring an understanding of the executive's priorities
  • Arranging/scheduling appointments on behalf of the executive
  • Proactively anticipating issues and taking appropriate action to ensure the most effective use of the executive's time; advise of incoming priorities on a timely basis
  • Acting on telephone / mail requests received in the executives' absence
  • Dealing with correspondence as appropriate (responding, delivering, filtering based on knowledge of work)
  • Organize meetings / conferences by:
  • Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees
  • Arranging bookings for boardrooms / conference rooms (internal)
  • Arranging for equipment and materials for meetings as appropriate
  • Meeting with outside providers of service (conference centres / hotels / caterers)
  • Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference
  • Preparing invitations for sign off by executive
  • Tracking responses of meeting attendees, following up as appropriate
  • Booking travel arrangements, ensuring all requirements of officer are met
  • Provide administrative and project related support by:
  • Verifying mobile devices bills/expense statements/preparing and submitting reports
  • Track completion of action items from meetings
  • As needed, support executives with preparation of presentations for meetings, general analysis and development of insights, generate ideas to strengthen employee engagement, etc.
  • Assist in maintaining the Executives' / department's expense and other budgets by:
  • Preparing entries / transactions and supporting documentation to process payments
  • Recording /inputting / documenting data to track, monitor and control expenses
  • Providing supporting information reports to management to support decisions
  • Understand how the Bank's risk appetite and risk culture should be considered in daytoday activities and decisions.
  • Actively pursues effective and efficient operations of their respective areas, while ensuring the adequacy, adherence to and effectiveness of daytoday 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.
Education / Experience

  • Ability to work well as a team player and independently; proactive and flexible; adaptable to change
  • Excellent technology skills (MS Office, Outlook, Internet Explorer, etc.) and sound knowledge of business/bank terminology and departmental procedures
  • Excellent organizational / time management skills to handle a fastpaced environment; able to quickly comprehend instructions, independently prioritize multiperson workloads, take ownership of and ensure assignments are completed accurately and deadlines are met
  • Demonstrates strong verbal and written communications skills, with the ability to communicate effectively within all levels of the organization; ability to maintain harmonious relationships with coworkers within Canada and internationally and with various external contacts
  • Spanish skills are strongly desired
  • Ability to work overtime as required, often with short notice (sporadic)
  • Conducts oneself in a highly professional manner and operates with a high degree of discretion and confidentiality
  • College diploma or equivalent work experience. Previous experience in th
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