Business Coordinator - 12-Month Contract

　　Requisition ID: 191724

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

　　Job Purpose:

　　The Business Administrator and Coordinator is responsible for providing senior administrative support for the Managing Director, Scotia Private Investment Counsel & Jarislowsky, Fraser Private Wealth. The Business Coordinator will also be responsible for the coordination of various business line events and support with special projects and/or initiatives.

　　Key Accountabilities

　　Support the Managing Director (MD) in the day to day management of their schedule by:

　　Establishing and co-ordinating calendars;

　　Book & coordinate air travel & hotel accommodation.

　　Arranging /scheduling appointments on behalf of the officer;

　　Anticipating scheduling conflicts / problems and providing alternatives;

　　Acting on telephone / mail requests received in the senior officer’s absence

　　Assist in maintaining the MDs 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

　　Verifying telephone bills/expense statements/preparing and submitting reports

　　Champions a high performance environment and contributes to an inclusive work environment.

　　Coordinate meetings & and logistical support for various Business Line events:

　　Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees which includes recommending on facility alternatives

　　Arranging bookings for boardrooms / conference rooms

　　Arranging for equipment and materials for meetings as appropriate

　　Meeting with outside providers of service (conference centres / hotels / caterers)

　　Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference

　　Tracking responses of meeting attendees, following up as appropriate

　　Assisting with the articulation of key outcomes and development of agendas/working structure to ensure business objectives are met

　　Collaborating with Branch Administrators to coordinate and participate in pre-work development efforts

　　Assist Business lines in implementing and controlling the progress of special initiatives (as needed) by:

　　Maintaining an awareness of all factors likely to impact the established schedules, resolving or escalating problem situations

　　Liaising with appropriate teams as required to monitor timely completion

　　Monitoring project expenses against forecast

　　Keeping management up to date on the project’s progress/ issues

　　Contacting and arranging printing, production, receipt of signoffs, etc.

　　Liaising between groups, both internal and external, to ensure timely / accurate delivery of materials;

　　Organizing steps, to move project through various stages of production, e.g. graphics / legal/printing / distribution;

　　Support PIC Head Office team by:

　　Sorting and organizing incoming and outgoing mail; dealing with correspondence as appropriate (responding, delivering, filtering)

　　Enter business line expenses in enterprise expense system

　　Ordering and managing stationery

　　Participating actively in team learning development activities and team performance achievements.

　　Building effective working relationships across the team and with various business line and corporate function contacts

　　Maintaining a high level of customer service

　　Facilitating a culture of open and honest communication

　　Provide administrative support on any other administrative projects, assignments and initiatives as required.

　　Functional competencies:

　　Minimum 2+ years of experience in a similar role

　　Thorough knowledge and understanding of department’s policies and procedures;

　　Strong organizational skills and ability to set priorities and manage time;

　　Strong communication and interpersonal skills;

　　High degree of accuracy required;

　　High level of discretion required in dealing with confidential matters;

　　Strong knowledge basic bookkeeping principles

　　Location(s): Canada : Ontario : Toronto

　　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, pleaseclick here (https://www.scotiabank.com/careers/en/careers/technical-support-for-applicants.html) . Candidates must apply directly 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.