Senior Administrative Assistant Job in Toronto, Ontario Canada

POSITION SUMMARY:

The Senior Administrative Assistant provides confidential administrative support to an assigned group including, Managing Directors, Directors, Associate Directors, Associates and Analysts. The Administrative Assistant will be responsible for prioritizing the workload to ensure the group’s objectives and deadlines are met. The key function of this position will be to support these individuals and various project teams in everyday, revenue generating, client-based, capital markets activities.

KEY ACCOUNTABILITIES:

• Answers and screens telephone calls on a multi-line system (average twenty lines). Also responsible for arranging conference calls.
• Organizes and maintains file system, and files correspondence and other records.
• Prepares and edits letters and memos for the group.
• Coordinates schedules and makes appointments for Executives.
• Sends outgoing and distributes incoming faxes.
• Reads and routes incoming mail.
• Arranges and coordinates travel (utilizing on-line system Egencia), schedules and follows up on reservations, ensuring times and locations are verified.
• Makes copies of correspondence or other printed materials as required.
• Prepares outgoing mail and correspondence, including courier packages, e-mail and faxes. On occasion may be required to hand deliver packages (in close proximity).
• Compiles receipts and prepares expense reports utilizing Excel for approval and payment. Follows up with Financial Reporting regarding outstanding items.
• Coordinates and arranges meetings, prepares required materials, reserves and prepares facilities (i.e. requesting orders from Dining Room Staff, etc.).
• Liaises with the production/design team (desktop publishing) area to ensure the timely completion of presentation materials for members of her / his group to meet deadlines. Assists with pitch book binding, using Wire-O binding system (often multiple copies with last minute changes).
• Maintains client related databases (using Excel)
• Helps establish sound business relationships by providing courteous and efficient assistance to internal and external clients.
• Conducts company research via the Internet, Bloomberg, Library and other on-line services. Also may be required to contact companies directly for information.
• Acts as an alternate resource/backup for the other Administrative Assistants in the area during lunch hours, illness and other absences. Also shares in Admin Team responsibilities that support the teams and the Department as a whole (i.e, managing off-site storage records, office supplies, and any ad hoc requests.
• Provides assistance to the department (workload permitting) when requested by the Office Administrator.
• Responsible for requesting assistance from the Office Administrator if unable to meet deadlines due to volume of work.

QUALIFICATIONS:

• Minimum ten years in an administrative role that required significant multi-tasking in a fast-paced environment.
• Strong technical skills and knowledge of Microsoft Office (Excel, PowerPoint, Word)
• Excellent organizational and coordination skills.
• Ability to prioritize multi-person workloads to ensure assignments are completed accurately and meet given deadlines.
• Demonstrated verbal and written communication skills, with the ability to communicate effectively within all levels of the organization.
• Ability to quickly comprehend instructions.
• Ability to work in a fast-paced, stressful environment.
• Willing to take ownership of tasks and responsibility for their completion.
• High tolerance for, and adaptable to change.
• Ability to work overtime as required, often with short notice (sporadic).
• Ability to maintain harmonious relationships with co-workers in Investment Banking and various external contacts.

EDUCATION AND ACCREDITATIONS:

• Minimum High School Diploma (Grade 12)
• Completion of an administrative course/certification would be an asset.

The Scotiabank Group is an equal opportunity employer and welcomes applications from all interested parties. We thank you for your interest, however, only those candidates selected for an interview will be contacted. No agencies please.

If interested, please apply online at http://track.tmpservice.com/ApplyClick.aspx?id=1260204-1848-2730

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