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Executive Assistant to Chief Executive Officer Scotiabank

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Scotiabank

14d ago

  • Job
    Full-time
    Senior & Expert Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Dublin

AI generated summary

  • You must have advanced Microsoft and Diligent Board Books skills, strong communication, organizational abilities, discretion with confidential info, and cultural awareness.
  • You will provide comprehensive administrative support to the CEO, manage schedules, oversee travel arrangements, handle confidential information, and coordinate meetings while ensuring organizational goals are met.

Requirements

  • - Advanced knowledge of Microsoft applications and Diligent Board Books software.
  • - Excellent typing skills, strong written and verbal business communication skills.
  • - Advanced Outlook experience to include Calendar and Inbox management skills.
  • - Strong organizational and time management skills with the ability to prioritize to meet targets.
  • - Well-developed interpersonal skills to provide a high level of service and maintain working relationships locally and globally.
  • - Ability to project a positive and professional image; able to be diplomatic and politely tactful.
  • - Sound judgement and awareness of operational activities and responsibilities to assess the urgency and/or confidential status and importance of enquiries. Ability to recognize potential issues and effectively communicate escalation.
  • - Acts with complete discretion when handling confidential and sensitive information.
  • - Proactive, self-motivated, and capable of working both independently and in a team environment.
  • - Conduct & cultural awareness are mandatory.
  • - Strict adherence to guidelines, policies, and procedures.

Responsibilities

  • Provide a high standard of comprehensive administrative support to the Chief Executive Officer.
  • Work efficiently and without supervision within a demanding and pressurized role.
  • Plan and orchestrate work to ensure that Chief Executive Officer priorities are met, organizational goals are achieved, and best practices are upheld.
  • Liaise extensively with the Dublin Leadership Management Team plus business areas including Capital Markets, Corporate & Investment Banking, Operations, HR, Audit, Risk, Compliance, Legal & Corporate Governance.
  • Exercise discretion when handling confidential & sensitive information relating to employee issues, clients, and restricted projects.
  • Be the secretary of the Dublin Executive Committee.
  • Responsible for scheduling all meetings, coordination, and circulation of material for review, and takes comprehensive minutes at each monthly meeting.
  • Accuracy and attention to detail is paramount due to the confidential nature of the meeting and review of minutes by the local Regulator.
  • Support the Company Secretary, Directors, and Independent Non-Executive Directors of the Board of Scotiabank (Ireland) DAC with administrative aspects related to the board and all board related meetings.
  • In addition, support the Company Secretary with general corporate governance administration tasks.
  • Co-ordinate travel arrangements for Chief Executive Officer and Independent Non-Executive Board Members (flights, hotels and transfers).
  • Review submitted travel requests from Dublin Leadership Management Team.
  • Schedules complex itineraries on behalf of Senior Executives visiting from overseas offices.
  • Closely liaises with Senior Officers in Toronto and London, plus Executive Assistant counterparts in Toronto.
  • Regularly liaise with other Executive Assistants globally to manage inbox requests and to collaborate and align with global initiatives.
  • Strong ability to co-ordinate multiple calendars to schedule, manage and maintain a complex diary within multiple time zones.
  • Understand the necessary timings for meetings and any necessary preparation, if required.
  • Inbox management is key to oversee incoming and outgoing emails, to flag and respond as necessary.
  • Be a member of the Dublin Incident Management Team.
  • Monitor, review, and make updates to the Plan & Contact Directory as directed, for distribution.
  • Support with scheduling and minuting meetings when required including an annual simulated incident exercise.
  • Record Ambassador for CEO business unit to help support the implementation and adherence to the Record Retention Policy.
  • Manage Diligent application for the entity to include managing the contract, review and provide access and monthly attestation of current users.
  • Organise onsite and offsite key meetings/presentation/seminars/all staff, ensuring catering/venues are arranged as necessary.
  • Manage the accurate, timely tracking and processing of invoices, expenses and credit card reconciliations for the CEO office.
  • Provide back-up cover for Facilities Manager and Receptionist during absences.
  • Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems, and knowledge.
  • Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
  • Actively pursue effective and efficient operations of his/her respective areas, while ensuring the adequacy, adherence to and effectiveness of day-to-day 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 Code of Conduct.
  • Contribute to a high-performance environment and foster an inclusive work environment, supporting the vision/values/business strategy for the team.

FAQs

What is the primary role of the Executive Assistant to the CEO?

The primary role is to provide comprehensive administrative support to the Chief Executive Officer, ensuring organizational goals are achieved while handling confidential information and managing various tasks efficiently.

What qualifications are required for the position?

Candidates should have advanced knowledge of Microsoft applications and Diligent Board Books software, strong written and verbal communication skills, advanced Outlook experience, and excellent time management abilities.

Is travel required for this position?

No, travel is not required for this role.

What kind of work environment can I expect?

You can expect to work in a standard office-based environment, although non-standard hours may be common.

Will I be working independently or as part of a team?

You will need to be capable of working both independently and in a team environment, as the role requires collaboration with various levels of management.

Are there opportunities for advancement within Scotiabank?

Yes, Scotiabank encourages employees to apply for roles that match their experience and skill set and supports career growth and development.

How does Scotiabank support employees' well-being?

Scotiabank offers flexible benefit programs designed to support the unique family, financial, physical, mental, and social health needs of employees.

What kind of meetings will I be organizing?

You will be organizing key meetings, presentations, seminars, and all-staff gatherings, ensuring catering and venues are arranged as necessary.

What skills are necessary to perform the administrative tasks effectively?

Strong organizational skills, attention to detail, interpersonal skills, and the ability to manage multiple calendars and inboxes are essential to perform the tasks effectively.

Is there an inclusive culture at Scotiabank?

Yes, Scotiabank is committed to creating and maintaining an inclusive environment and values the unique skills and experiences each individual brings to the organization.

Scotiabank

Finance
Industry
10,001+
Employees

Mission & Purpose

Welcome to Scotiabank. We serve thousands of customers, families, and communities across the globe, helping them achieve success through advice, products, and services. Follow for news, insights, thought leadership and more.

Culture & Values

  • Respect

    Everyone is always treated with dignity; diverse backgrounds and experiences are what make us better as a whole.

  • Integrity

    Acting honorably comes first – earning the trust of our customers (and each other) is what matters most.

  • Passion

    We’re enthusiastic about what we do, and want you to feel the same way. Imagine coming in to work, and actually feeling excited to learn!

  • Accountability

    We commit, we take action, and most importantly, we take responsibility for those actions. It’s just the right thing to do.