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Administrative Assistant - Scotia Plaza, Toronto (37.5 hrs/week)

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Scotiabank

1mo ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • Customer Relations
    People, HR & Administration
  • Toronto

AI generated summary

  • You must provide excellent customer service, manage calls and inquiries, support admin tasks, maintain professionalism, and comply with regulatory guidelines while assisting management.
  • You will greet clients, manage calls, schedule meetings, support management with administrative tasks, ensure compliance with regulations, and maintain a professional office environment.

Requirements

  • Ensure the delivery of customer service fosters overall customer satisfaction, consistent with the Service Basics by:
  • Greeting clients courteously and escorting or directing to the appropriate personnel;
  • Screening visitor(s) who arrive unannounced and without appointments;
  • Answering incoming telephone calls in a prompt and professional manner, relaying/redirecting callers to appropriate person or offering to take messages or re-direct calls to personal voice-mails as determined by departmental procedures;
  • Arranging for conference calls;
  • Providing basic information to callers (hours of business, address);
  • Responding to client inquiries or escalating as appropriate;
  • Accepting and/or signing for deliveries and arranging for courier service;
  • Provide every client with service that demonstrates respect and knowledge, in a manner that make the client feel welcome and shows that their business is appreciated;
  • Ensure unit is maintained in such a manner to present a professional image.
  • Provide Administrative Support To The Scotia Plaza Management Team
  • Support Team Leads, Senior Managers and branch team in the servicing of clients; assisting with maintenance of accounts, typing client correspondence, pulling client statements;
  • Responsible for all filing in Investor Services on a daily basis;
  • Provide back up to the other Administrative Assistants;
  • Arranging appointments, scheduling meetings, receiving and directing customers and employees as necessary;
  • Booking conference rooms, arranging for catering as required;
  • Monitoring/ordering/storing stationary supplies, including arranging for off-site storage and destruction of files/records;
  • Verifying and processing expense statements;
  • Preparing writings and drafting replies to routine correspondence;
  • Designing and producing a wide range of standard and complex/unique documents, reports and forms for user departments and ensuring all items produced are properly maintained and filed;
  • Assist Manager with other administrative duties as required within the unit: such as maintaining record of keys, maintaining departmental logs, fundraising activities etc;
  • Other duties as assigned.
  • Contribute to the quality and efficiency of branch operations as well as compliance with regulatory and internal bank guidelines to minimize the Bank's exposure to risk by:
  • Adhering to position authorities and Bank policies;
  • Ensuring work is controlled throughout the day to contribute to the efficient operations of the unit;
  • Complying with regulatory requirements as part of the service process, including Know Your Client (KYC), Canada Deposit Insurance Corporation (CDIC), Financial Consumer Agency of Canada(FCAC), Anti-Money Laundering/Anti-Terrorist Financing (AML/ATF), Privacy and Occupational Health & Safety (OHS) requirements, process and guidelines as well as SSI guidelines and processes;
  • Immediately responding/escalating fraudulent activities, unusual occurrences, issues/deficiencies/trends to the Supervisory Staff;
  • Recording 100% of client problems to prevent future issues, utilizing Salesforce.

Responsibilities

  • Ensure the delivery of customer service fosters overall customer satisfaction, consistent with the Service Basics by:
  • Greeting clients courteously and escorting or directing to the appropriate personnel;
  • Screening visitor(s) who arrive unannounced and without appointments;
  • Answering incoming telephone calls in a prompt and professional manner, relaying/redirecting callers to appropriate person or offering to take messages or re-direct calls to personal voice-mails as determined by departmental procedures;
  • Arranging for conference calls;
  • Providing basic information to callers (hours of business, address);
  • Responding to client inquiries or escalating as appropriate;
  • Accepting and/or signing for deliveries and arranging for courier service;
  • Provide every client with service that demonstrates respect and knowledge, in a manner that make the client feel welcome and shows that their business is appreciated;
  • Ensure unit is maintained in such a manner to present a professional image.
  • Provide Administrative Support To The Scotia Plaza Management Team
  • Support Team Leads, Senior Managers and branch team in the servicing of clients; assisting with maintenance of accounts, typing client correspondence, pulling client statements;
  • Responsible for all filing in Investor Services on a daily basis;
  • Provide back up to the other Administrative Assistants);
  • Arranging appointments, scheduling meetings, receiving and directing customers and employees as necessary;
  • Booking conference rooms, arranging for catering as required;
  • Monitoring/ordering/storing stationary supplies, including arranging for off-site storage and destruction of files/records;
  • Verifying and processing expense statements;
  • Preparing writings and drafting replies to routine correspondence;
  • Designing and producing a wide range of standard and complex/unique documents, reports and forms for user departments and ensuring all items produced are properly maintained and filed;
  • Assist Manager with other administrative duties as required within the unit: such as maintaining record of keys, maintaining departmental logs, fundraising activities etc;
  • Other duties as assigned.
  • Contribute to the quality and efficiency of branch operations as well as compliance with regulatory and internal bank guidelines to minimize the Bank's exposure to risk by:
  • Adhering to position authorities and Bank policies;
  • Ensuring work is controlled throughout the day to contribute to the efficient operations of the unit;
  • Complying with regulatory requirements as part of the service process, including Know Your Client (KYC), Canada Deposit Insurance Corporation (CDIC), Financial Consumer Agency of Canada(FCAC), Anti-Money Laundering/Anti-Terrorist Financing (AML/ATF), Privacy and Occupational Health & Safety (OHS) requirements, process and guidelines as well as SSI guidelines and processes;
  • Immediately responding/escalating fraudulent activities, unusual occurrences, issues/deficiencies/trends to the Supervisory Staff;
  • Recording 100% of client problems to prevent future issues, utilizing Salesforce.

FAQs

What are the working hours for the Administrative Assistant position?

The position is for 37.5 hours per week.

Where is the job located?

The job is located at Scotia Plaza in Toronto, Ontario.

What are the primary responsibilities of this role?

The primary responsibilities include providing support to Senior Managers and the HR & Administration Team Lead, greeting and directing clients, managing communications, and providing overall administrative support.

Who will I be supporting in this role?

You will be supporting the Senior Managers, Team Leads, and the branch team at Scotia Plaza.

Is customer service a part of this role?

Yes, delivering excellent customer service is a critical part of this role.

What kind of administrative tasks are involved in this position?

Administrative tasks include scheduling meetings, managing files, preparing documents, processing expense statements, and maintaining office supplies.

Are there any compliance-related responsibilities in this role?

Yes, you will need to comply with regulatory requirements and internal bank guidelines to minimize risk.

What skills are beneficial for this position?

Strong organizational skills, excellent communication abilities, attention to detail, and proficiency in document creation are beneficial for this position.

Will training be provided for this role?

While specific training details are not mentioned, Scotiabank typically provides training to ensure employees are familiar with their responsibilities and compliance requirements.

Can I apply for this position if I need accommodations during the recruitment process?

Yes, Scotiabank is committed to creating an inclusive and accessible environment, and you can request accommodations during the recruitment process.

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Scotiabank

Finance
Industry
10,001+
Employees

Mission & Purpose

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