Reception & Executive Assistant Support, Global Banking & Markets

Location:

(D02 FX65) Ireland

Salary:

Competitive

Type:

Permanent

Main Industry:

Search Secretarial, Office & Administration Jobs

Other Industries & Skills:

Legal, Media

Advertiser:

Scotiabank

Job ID:

130646353

Posted On:

12 June 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 Scotiabank (Ireland) DAC 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.

Accountabilities

-Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
 

Reception

-Responsible for the prompt and efficient collection and distribution of all incoming and outgoing mail, including registered mail, courier items, files, circulars and financial instruments. 
-Provide excellent administrative support to ensure the efficient operation of the premises function on a daily basis.
-Act as point of contact for all visitors, booking and preparing meeting rooms, arranging refreshments.
-Support hosting of office based business and social events.
-Monitor the Security Access system on a daily basis, ensuring all reports are generated and reviewed for security breaches; liaise with in-house reception to ensure new cards for New Employees, Staff Visitors and Contractors are arranged.
-Ensure the Banks archive system is updated and all archive material is transferred to the offsite storage facility on a regular basis, obsolete items destroyed and associated costs monitored and reviewed for reasonability.
-Manage Serviced Accommodation provisions; ensure timely booking of temporary and long term accommodation for staff as and when required.
 

EA Support (Executives)

-Schedule internal and external meetings, interviews.
-Schedule any weekly, monthly, annual meetings such as team meetings, annual performance review meetings
-Prepare and distribute any relevant supporting documentation and agendas to attendees ahead of any meeting, managing and filing documentation.
-Provide administration support to meetings as and when required including taking minutes.
-Collate updates from various groups to draft reports for committees.
-Book conferences and seminars, meeting rooms, V/C requirements, refreshments etc.
-Provide general diary management, ensuring no clashes to schedules and tracking of key attendees.
-Co-ordinating GBM expense submissions and approvals, monitoring expense claims and invoices, reconciling rechargeable costs with Finance.
-Book all travel arrangements through Egencia (flights, train tickets, car rentals, taxis, hotels and accommodation bookings).  Scheduling complex meeting itineraries associated with business travel and executive visits.
-Track and update renewals of subscriptions and memberships, liaising directly with Market Data Services in Toronto to ensure and verify correct cost allocation etc.
-Obtain approvals and processing invoices.
-Support with management of documents on the intranet site to ensure policies, standards and frameworks are kept up to date.
-Update Time and Attendance tool system to ensure absences are recording correctly, preparing any weekly/monthly schedules or dashboards as required. Ensuring mandatory leave is taken annually.
-Coordinate, arrange and track  training programmes / team training requirements.
-Provide assistance to support any ad hoc projects as and when required, including drafting presentations, compiling reports.
-Provide contingency cover for Facilities in the absence of the incumbent.
-Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
-Actively pursues 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 fosters an inclusive work environment; supporting the vison/values/business strategy for the team.
 

Education / Experience

-Has a proven track record in a customer facing role in a busy office environment.
-Demonstrates a high level of attention to detail and ability to prioritize.
-Has the experience of building and developing key relationships to senior levels.
-Strong communicator – good presentation skills, possesses strong verbal and written communication skills, an active listener;
-Able to work independently and yet be a team player
-Work with designated service partners to achieve superior levels of service for clients
-Understands the need for strict confidentiality when partnering with other internal business lines on sensitive issues.
-Analytical, proven ability to solve problems using an objective approach
-Planning & organisational skills to prioritize work and meet tight deadlines
 

Location(s):  England : Greater London : London 
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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