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Administrative Assistant II - Scarborough, ON


Requisition ID: 33688

Join the Global Community of Scotiabankers to help customers become better off.

Position Title: Administrative Assistant II


Job Purpose

Contributes to the overall success of the department by ensuring specific individual 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.


Key Accountabilities

1. Support the senior officer in day to day management of his/her schedule by:

  • Establishing and co-ordinating calendars;
  • Arranging /scheduling appointments on behalf of the officer;
  • Anticipating scheduling conflicts / problems and providing alternatives;
  • Establishing and maintaining a BF system;
  • Providing receptionist support by receiving / screening / referring incoming calls/visitors using a high degree of discretion;
  • Acting on telephone / mail requests received in the senior officer’s absence.


2. Organize meeting / conference facilities 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);
  • Arranging for equipment and materials for meetings as appropriate;
  • Meeting with outside providers of service (conference centres / hotels / caterers);
  • Recommending on facility alternatives;
  • Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference;
  • Preparing invitations for sign off by senior officer;
  • Tracking responses of meeting attendees, following up as appropriate;
  • Booking travel arrangements, ensuring all requirements of officer are met.


3.Support the officer with correspondence by:

  • Sorting and organizing incoming and outgoing mail;
  • Dealing with correspondence as appropriate (responding, delivering, filtering);
  • Composing correspondence for senior management officer’s signature;
  • Producing material from written copy / rough notes;
  • Transcribing dictation;
  • Proofreading work /output against source documents;
  • Monitoring / ordering / storing stationery supplies, including arranging for off-site storage and destruction of files / records;
  • Setting up / maintaining filing systems.


4.Provide administrative support by:

  • Verifying telephone bills/expense statements;
  • Ordering and managing stationery;
  • Gathering statistical information, presenting in organized formats and conducting simple analysis;
  • Preparing and submitting reports;
  • Maintaining records and information to ensure and control security access.


5.Assist in maintaining the senior officer / department’s expense and other budgets by:

  • Preparing entries / transactions and supporting documentation to process payments;
  • Recording /inputting / documenting data to track, monitor and control expenses;
  • Providing supporting information reports to management to support decisions;
  • Producing statistical reports to assist in the budget processes.


Functional Competencies

  • Sound knowledge of business/bank terminology and departmental procedures;
  • High level of discretion required when dealing with confidential matters;
  • Strong Verbal and Written communication skills;
  • Exceptional organization skills;
  • Good PC and presentation skills, including advanced knowledge of all MS Office Product suite.



  • Sound knowledge of business/bank terminology and departmental procedures;
  • High level of discretion required when dealing with confidential matters.

Location(s):  Canada : Ontario : Scarborough

As Canada’s International Bank, we are a leader when it comes to inclusion. We are a diverse and global team, speaking more than 100 languages with backgrounds from more than 120 countries. 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. Candidates selected for an interview will be contacted directly.  If you require accommodation during the recruitment and selection process, please let us know. We will work with you to provide as seamless a recruitment experience as possible.

Full time
Scarborough, ON, CA