Executive Assistant to Chief Executive Officer Scotiabank

Location:

(D02 FX65) Ireland

Salary:

Competitive

Type:

Permanent

Main Industry:

Search Secretarial, Office & Administration Jobs

Other Industries & Skills:

Legal, Media

Advertiser:

Scotiabank

Job ID:

131048495

Posted On:

04 September 2024

 

 

Requisition ID: #

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

Purpose:
Contributes to the overall success of the Executive Team 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

What you will do:

•    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. The Committee focusses on significant matters of strategy, operations, governance, and control to provide a key forum for the effective oversight of Scotiabank (Ireland) DAC. 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.

What you will bring: 

•    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.

Working Conditions:

•    Work in a standard office-based environment; non-standard hours are a common occurrence. Travel is not required.

Interested? 
If your experience is closely related but doesn’t align perfectly with every qualification, we do encourage you – you might be the right candidate for this or other roles at Scotiabank!  
 
At Scotiabank, every employee is empowered to reach their fullest potential, respected for who they are and, embraced for their differences. That’s why we work to grow and diversify talent and engage employees in a performance-oriented culture. 
 
 

What’s in it for you? 
Scotiabank wants you to be able to bring your best self to work – and life, every day. With a focus on holistic well-being, our many flexible benefit programs are designed to help support your unique family, financial, physical, mental, and social health needs. 

Location(s):  Ireland : Leinster : Dublin 
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. If you require technical assistance, please click here. Candidates must 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.

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