Reception & Executive Assistant Support, Global Banking & Markets

 

 

 

Requisition ID: 195241

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.