Administrative Assistant

Requisition ID: 226459

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

The Administrative Assistant is a high-profile position whose mandate is to support the Senior Manager and Branch Managers. He/she contributes to the overall success of the branch by greeting customers and directing them to the right resource, taking and relaying branch messages, producing documents, reports and presentations, and providing general administrative support in an accurate and timely manner, while adhering to Scotiabank's operational and security policies and procedures. The incumbent provides customer service in accordance with the Bank's service standards and complaint resolution procedures.

Key Responsibilities

• Able to work on a part-time basis (approximately 18 hours per week and requires some flexibility)
• Ensure that the service provided to customers contributes to their overall satisfaction and complies with Scotiabank service standards by performing the following tasks:
• Greet visitors courteously and escort or direct them to the appropriate employee.
• Sort unscheduled and walk-in visitors.
• Answer incoming calls promptly and professionally, redirect callers to the right person or offer to take the message, or redirect calls to the person's voicemail following department procedures.
• Organize conference calls.
• Provide basic information to callers (business hours, address).
• Answer customer inquiries and forward them to the appropriate people, as needed.
• Receive and sign for deliveries and organize courier service.
• Provide respectful and knowledgeable service to all customers, making them feel welcome and appreciated.
• Ensure that the unit projects a professional image.
• Provide administrative support to the branch team by doing the following:
• Supporting the Senior Manager, Senior Managers and Branch Team in the delivery of customer services; assisting with account maintenance, typing customer correspondence and obtaining customer statements.
• File all Investor Services and Professional Banking documents on a daily basis.
• Fill in for Administrative Managers (two) by scheduling appointments and meetings, and by greeting customers and employees and directing them to the appropriate resource, as needed.
• Reserve and stock conference rooms as needed.
• Track, order and put away office supplies, organize off-site storage and arrange for destruction of files and records.
• Verify and process expense reports.
• Draft letters and replies to routine correspondence.
• Develop and produce a wide range of standard as well as unique and complex documents and forms for authorized department users, and ensure that all materials produced are properly maintained and filed.
• Correlate and produce United Way annual reports for the Toronto area.
• Assist supervisor with other administrative tasks within the unit as required, such as maintaining key logs, department logs and fundraising tasks.
• Perform other duties as required.
• Contribute to the quality and efficiency of branch operations as well as compliance with regulatory requirements and the Bank's internal guidelines for reducing risk exposure:
• Adhere to the Bank's remit and policies.
• Ensure that work produced is monitored throughout the day to contribute to the efficiency of the unit's operations.
• Comply with regulatory requirements as part of the service process, including Know Your Customer (KYC) requirements, processes and guidelines, Canada Deposit Insurance Corporation (CDIC), Financial Consumer Agency of Canada (FCAC), Anti-Money Laundering and Combating the Financing of Terrorism (AML/CFT), Privacy, Occupational Health and Safety (OH&S), as well as Scotia Investments Inc. (SII) guidelines and processes.
• Intervene immediately in the event of fraudulent activity, or unusual transactions, problems, deficiencies or patterns, or report to supervisory personnel. Record all customer problems in Sales Manager to avoid future problems.

Complexity of duties

The incumbent must demonstrate a strong customer focus and proven customer service skills to ensure a consistent customer experience. Good communication and interpersonal skills are essential, as the incumbent must interact with a large number of employees at a senior level within the Bank. The incumbent must also have strong organizational skills to handle a multitude of tasks and mandates quickly and efficiently. The ability to prioritize tasks is essential, as the incumbent supports all members of management. They must also be flexible enough to adapt to a wide range of tasks and duties, and to work effectively as part of the branch team. The minimum functional skills required are as follows:

Functional skills

• Thorough knowledge of Microsoft Office Word, Excel and PowerPoint programs
• Working knowledge of operations-related services and procedures
• Working knowledge of the Bank's retail and commercial products and services
• Working knowledge of regulatory compliance related to privacy, anti-money laundering and anti-terrorist financing, Know Your Customer (KYC) requirements, Canada Deposit Insurance Corporation (CDIC), Financial Consumer Agency of Canada (FCAC), Occupational Health and Safety (OH&S), and Scotia Investments Inc. (SII) guidelines and processes.
• In-depth knowledge of branch systems (e.g., paperless cash operations, IntraCom, Sales Manager, HR Passport, My Training Centre)
• In-depth knowledge of branch procedures and workflows

Location(s): Canada : Quebec : Laval

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.