Administrative Assistant, Global Transaction Banking

icon building Company : Scotiabank
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Job Description - Administrative Assistant, Global Transaction Banking




Requisition ID: 192921 Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.


Global Transaction Banking 

Global Transaction Banking (GTB) is the payments and transaction engine of Scotiabank. We support Small Business, Commercial and Corporate clients with effective treasury management solutions coupled with a best-in-class service model, making it easy for clients to do business with us.

As businesses build their digital capabilities and transform their operating models, their payment needs are evolving too. Boasting a unique global footprint, GTB’s comprehensive suite of innovative banking solutions help our business clients generate operational efficiencies, streamline and simplify payments, improve working capital performance, and mitigate financial risk.

At Scotiabank, we embrace your strengths, ideas, and ambitions. GTB is a fast-growing team with a focus on the Americas, particularly Canada, the U.S., Mexico, and we are seeking top tier talent to complement our organization.

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

Contributes to the overall success of the Global Business Payments organization by ensuring specificindividual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies, and procedures.

What You’ll Do:

  • Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems, and knowledge.


  • Support the Vice Presidents in day-to-day management of their schedule by:
    • Coordinating, managing, and optimizing schedules. Eliminating conflicts and providing alternatives, ensuring good time flow. Solving any unforeseen changes as required. 
    • Demonstrating ability to strategically plan workflow and projects as assigned to ensure efficiency and completion in a timely manner. Demonstrate effective time management/organizational skills and handle moderately complex problems with relative autonomy. Ensure VPs are kept apprised of all projects/task status/potential issues and concerns and escalate to applicable VP for guidance when necessary. 
    • Establishing and maintaining a BF system.


  • Coordinate travel for Vice Presidents in the most cost-effective manner ensuring scheduling and individual travel requirements are met.
  • Proactively recommend changes to established procedures and guidelines to increase responsiveness and reduce number of recurring questions/concerns. Provide backup to other Executive/ Administrative Assistants to ensure proper coverage. 


  • Support the Vice Presidents’ Office correspondence by :
    • Dealing with correspondence as appropriate (responding, delivering). 
    • Composing correspondence for Vice Presidents’ signature.
    • Demonstrating good verbal and written skills. 
    • Proofreading work /output against source documents.
    • Providing receptionist support by receiving/screening/referring incoming calls and visitors using a high degree of discretion. Acting on telephone/mail requests received in their absence. Sorting and organizing incoming and outgoing correspondence.
    • Always engaging in positive communication. 


  • Providing administrative support and assist in maintaining the Vice Presidents’ expense and other budgets by :
    • Monitoring assigned budgets and ensure adequate cost controls are in place. 
    • Verifying telephone bills and expense statements. Processing and maintaining the expense statements on T&E accurately for VPs.
    • Preparing entries / transactions and supporting documentation to process payments. 
    • Dealing with correspondence as appropriate (responding, delivering, filtering);
    • Composing correspondence for senior management officer’s signature.
    • Producing material from written copy / rough notes.
    • Proofreading work /output against source documents.
    • Sorting and organizing incoming and outgoing mail.
    • Monitoring / ordering / storing stationery supplies, including arranging for off-site storage and destruction of files / records.
    • Setting up / maintaining filing systems.
    • Monitoring/ ordering / storing stationery supplies, including arranging for off-site storage and destruction of files / records.
    • Maintaining records and information to ensure and control security access.


  • Work collaboratively with the team to organize/plan special events 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). Recommending on facility alternatives. 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. Tracking responses of meeting attendees and follow up as appropriate.


  • Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
  • Actively purses effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct, and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
  • Champions a high-performance environment and contributes to an inclusive work environment.

What You'll Bring:

  • Minimum High School Diploma (Grade 12) level high school completion
  • Minimum 3-5 years in a related administrative role requiring significant multi-tasking – preferably in Financial Services Industry


Functional competencies

  • Sound knowledge of business/bank terminology and departmental procedures. 
  • Strong verbal/written communication skills. 
  • Excellent organizational skills. 
  • High level of discretion required when dealing in confidential matters. 
  • Good PC skills – including Excel and Power Point.
  • Strong organization know-how (structure, key staff). 


Behavioral competencies:

  • Accuracy & thoroughness – organizes meetings, oversees arrangements, facilitating smooth execution. 
  • Analytical thinking – assesses outcomes of arrangements previously made for future meetings/conferences.
  • Communication – able to anticipate conflicting schedules and clearly and concisely suggest alternatives.
  • Commitment – acts with discretion, takes on goals and aims of officer to which he/she reports, and overall Bank goals.

Work Arrangement: 

  • Work in a standard office-based environment


If your experience is closely related but doesn’t align perfectly with every qualification, we do encourage you to apply - you might be the right candidate for this or other roles at Scotiabank! 
At Scotiabank, every employee is empowered to reach their fullest potential, respected for who they are and, embraced for their differences. That’s 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.


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. 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.

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