Executive Assistant to Managing Director & Head of Europe and Interim Head of Asia-Pacific, Global B

Contributes to the overall success of Scotiabank's Global Banking and Markets (GBM) Europe and Asia-Pacific businesses 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.,

• Provides a high standard of comprehensive administrative support to the Managing Director & Head of Europe and Interim Head of Asia-Pacific, working efficiently and without supervision within a demanding role.
• Plans and orchestrates work to ensure the Managing Director & Head of Europe and Interim Head of Asia-Pacific's priorities are met, organization goals are achieved, and best practices are upheld.
• Liaises extensively with regional Leadership Teams and all businesses, control and support functions.
• Exercises discretion when handling confidential and sensitive information relating to employee issues, clients, and restricted projects.
• Secretary of the London Executive Committee, focused on strategy, operations, governance, and control to provide a key forum for the effective oversight of the Bank of Nova Scotia London (BNSL) Branch. Responsible for scheduling meetings, coordination and circulation of materials, and taking minutes when required. Accuracy and attention to detail is paramount due to confidential nature of the meeting and review of minutes by local regulators.
• Supports the Director, Communications and Strategy on key deliverables, including SharePoint updates, sponsorship coordination, maintaining calendars/dashboards, event planning and execution, and other duties as required.
• Supports the Company Secretary, Directors, and Independent Non-Executive Directors of the BNSL Remuneration Committee and others as required. Supports the Company Secretary with general corporate governance administration tasks.
• Member of the Scotiabank London Incident Management Team and Leader of the Executive Support subgroup, coordinating and minuting quarterly meetings and other duties as required.
• Schedules complex itineraries on behalf of senior leaders visiting from head office and other regions.
• Regularly liaises with other Executive Assistants globally to manage inbox requests, collaborate, and align with global initiatives. Strong ability to manage inbox and co-ordinate multiple calendars to schedule and manage a complex diary across multiple time zones.
• Records Ambassador for CEO/COO business unit in London, managing the Data Retention File Plan in alignment with the Record Retention Policy.
• Co-ordinates travel arrangements for the Managing Director & Head of Europe and Interim Head of Asia-Pacific and reviews submitted travel requests and expense claims from Europe Leadership Team.
• Manages the timely tracking and processing of invoices and expenses for the Managing Director & Head of Europe and Interim Head of Asia-Pacific.
• Indirect focal point of contact for the London-based Personal Assistants, dealing with any potential issues during times of increased workload and absences, ensuring appropriate support is provided.
• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems, and knowledge.
• Contributes to a high-performance environment and fosters an inclusive work environment, supporting the vison/values/business strategy for the team.
• Understands 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.
Dimensions
• The position supports the Managing Director & Head of Europe who has recently taken on interim oversight of the Bank's Asia-Pacific region. The role involves cross-regional collaboration of 500 employees across UK and Ireland, and current interim oversight of more than 300 employees in our Asia Pacific Region.
• Often required to work unsupervised within a demanding environment.
• Role involves coordinating with internal and external stakeholders within, but not limited to, multiple geographical locations, different time zones, of various levels of seniority and dealing with a wide variety of issues and large volumes of work.
• Maintains a strong working relationship with other relevant departments, both locally within the wider group and with external business contacts and industry organizations.
• Regular interaction with senior and executive level stakeholders, clients and regulators.
  
  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.
  
  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.