Administrative Assistant
Requisition ID: 234090
Thanks for your interest in ScotiaTech, Scotiabank's new and innovative Technology hub in Bogota.
Join a purpose driven winning team that promotes creativity and innovation in a fast-paced environment, where we're always committed to results, in an inclusive, diverse, and high-performing culture.
Accountabilities
Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
Act as a point of contact for guests, partners, employees of the Bogotá site.
Coordinate agenda, minutes and logistics for GTEP Leadership team meetings, site
visits, trips, among others:
Responsible for putting together and sending out the agenda for the Leadership
Meeting based on frequency.
Responsible for scribing, preparing and sending out the minutes of the Leadership
Meeting before the next meeting.
Coordinate as per request, meeting invites to attendees listing and coordination of
meeting rooms and any other equipment necessary for the meetings.
Coordinate meetings for GTEP Leadership, with attendees in Canada or Colombia
Coordination of any required transportation arrangements such as air tickets, taxis,
hotel and restaurant reservation for site visits.
Coordination and support to the VP´s agenda on an ongoing basis
Support the timely and accurate management of expenses for the GTEP team and Leadership Team by ensuring prompt submission of invoices and/or expense reports. Complete all expense reports,
to ensure accuracy, on a monthly basis as well as the bills and receipts are submitted.
Complete review and sign-off of CA-PPM time-sheets for the department
Support the Leadership team in their ability to effectively deliver objectives and results through administrative activities including:
Photocopying, printing, creating and maintaining spreadsheets/centre reporting
Creating Powerpoint decks working with the department leadership.
Maintaining and ordering office supplies and equipment.
Coordinating / organizing mail, courier and shipping.
Point of contact for supply and event vendors, etc.
Maintain for Managers and site vacation schedule.
Support the production, coordination and general communications of the GTEP Team.
Updating and maintaining content for print-based communication channels/display
boards in the Centre.
Updating and maintaining the employee email groups.
Reviewing staff suggestions and distributing to appropriate area for response. Posting
response in appropriate medium for review by staff.
Maintain accurate and up to date phone lists for the GTEP team in ScotiaTech, including those for BCP purposes. Maintain organization chart and prepare staff requisitions to cover vacancies.
Maintain the BCP plan updates including the transitions of new functions.
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 in accordance with Scotiabank's Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
Champions a high-performance environment and contributes to an inclusive work environment.
Education / Experience / Other Information
Must to have :
Advance level of English/Spanish (spoken/written).
Knowledge and proficiency in Microsoft Office Suite, i.e. Microsoft Outlook, Microsoft Word, PowerPoint and Excel, to enable the incumbent to professionally, accurately and efficiently produce Word documents and presentations as required by the Leadership team.
Prior experience as an Assistant
Soft sklills :
Excellent interpersonal skills: Represents the department as the first contact for visitors, staff, and vendors. Must maintain strong relationships with Leadership Team, handle confidential matters discretely, and remain calm under pressure.
Excellent verbal and written communication skills: Must be able to effectively direct incoming calls from multiple sources, and take detailed messages where appropriate. Must be able to correct spelling/grammar/vocabulary on outgoing material, and complete and distribute accurate minutes for business meetings attended.
Task and results-oriented, self-motivated, and highly organized: must effectively and efficiently multi-task to handle high volumes of work under strict deadlines, prioritising the workload as required. Able to demonstrate flexibility with working outside normal schedule as required to meet business needs.
Customer focused: use interpersonal, listening, communication and negotiating skills to deal with staff at all levels, including clerical, supervisory/management, senior management within the GEOF team on ScotiaTech, other key internal partners and third-party vendors.
Good time-management skills: able to work on multiple assignments and be adaptable to changing priorities
Working Conditions
Work in a standard office-based environment; non-standard hours are a common occurrence.
Communication skills are essential both oral and writing in dealing with customers. The incumbent must deal with stress by controlling the pace of work, decision making for medium to complex problems, triage and multi-task concurrent problems, manage "Crisis" situations and must be able to maintain SLA's within stringent deadlines.
Location(s): Bogotá or Home-Office
ScotiaTech is a business unit within ScotiaGBS, a Scotiabank Group company located in Bogota, Colombia. The ScotiaTech hub was created to support different technology systems and processes of the Bank. We offer an inclusive, positive work environment, and competitive benefits.
At ScotiaTech, we value the unique skills and experiences each individual brings and are committed to creating and maintaining an inclusive and accessible environment for everyone. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at ScotiaTech; however, only those candidates who are selected for an interview will be contacted.
Note: All postings in me@Scotiabank will remain live for a minimum of 5 days.
