City : Toronto

Category : Executive Secretary and Administrative Assistant

Industry : Financial Services/Banking

Employer : Scotiabank

Requisition ID: 253065 

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

We are seeking an Executive Assistant to support the Scotia Global Asset Management (SGAM) Executives. The Executive Assistant serves as a highly trusted strategic partner, ensuring the smooth alignment of executive priorities and managing a wide range of complex and confidential responsibilities. This role acts as a primary liaison for senior internal stakeholders. 

As the Executive Assistant, you will provide high‑level administrative support to the Vice President, Asset Management Operations (Scotia Global Asset Management) and the Vice President, FP&C and CFO (1832 Asset Management L.P.). You will play a critical role in coordinating priorities, managing executive workflows, and ensuring efficient operations across both portfolios.

This role demands exceptional professionalism, judgment, confidentiality, and organizational excellence, with a solid understanding of banking operations, client service expectations, and regulatory considerations.

Is this role right for you? In this role you will:

• Serve as the primary point of contact for internal and external stakeholders, ensuring seamless coordination of meetings and events, and communications
• Provide high‑level administrative support to executives in a fast‑paced environment
• Manage complex, high‑volume calendars, including scheduling, prioritization, and conflict resolution
• Monitor and respond to incoming emails on behalf of executives where appropriate
• Coordinate domestic and international travel, including itineraries
• Proactively anticipate the needs of executives as priorities shift, exercising strong judgment to address potential issues, opportunities, and required actions
• Maintain strict confidentiality of sensitive information and client records
• Maintain organized digital and physical filing systems to ensure efficient retrieval of documents and compliance with record‑keeping requirements
• Create and maintain administrative processes that enhance accuracy, reduce redundancy, and contribute to organizational effectiveness
• Support preparation of reports, presentations, dashboards, and executive updates
• Assist with data collection, consolidation, and materials for briefings and leadership forums
• Organize meetings, off-sites, team events, and related logistics, including agendas and materials
• Process invoices and track expense reports in compliance with internal controls
• Support departmental budgeting, procurement, and financial administration
• Ensure timely follow‑up on inquiries, approvals, and action items
• Provide administrative support to senior members of the Asset Management Operations and Finance teams
• Support other SGAM Executive Assistance during busy periods and facilitate vacations
• Effectively manage priorities and deliverables across two executive portfolios with differing operational needs
• Promote and support a high‑performance, inclusive work environment
• Assist with planning and execution of internal engagement initiatives and leadership sessions
• Represent the executives professionally in interactions with internal and external stakeholders

Do you have the skills that will enable you to succeed in this role? – We’d love to work with you if you have:

• 5 years of experience in an administrative or executive support role
• Strong technical proficiency with Microsoft Office and related productivity tools
• Excellent organization, time management, and prioritization skills
• High attention to detail, strong follow‑through, and the ability to manage sensitive materials under pressure
• The ability to be a proactive problem‑solver, to work independently and to exercise sound judgment
• Strong communication skills, with the ability to interact effectively at all levels
• Flexibility, are adaptable, and quick to learn in a dynamic environment
• A demonstrated ability to create a positive experience for stakeholders and team members

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, please click here. 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.