Business Coordinator, Ib Insurance

Requisition ID: 212533

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

As a Business Coordinator, IB Insurance you contribute to the overall success of the IB Insurance unit in Canada by ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team's business strategies and objectives. You ensure all activities conducted are in compliance with governing regulations, internal policies and procedures.

Reports to the VP, IB Insurance and provides administrative support (i.e., travel, meeting coordination, expenses, calendar scheduling/maintenance), as well as management for small scale initiatives for the IB Insurance business and leads the SLA/TSA processes for the IB Insurance team.

Is this role right for you? In this role, you will be someone who:

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.

• Provide administrative support for Vice President, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and knowledge of the organization's operations, procedures, and people.
o Calendar management - act as a liaison for meeting requests and scheduling requests
o Screening and responding to incoming correspondence, inquiries, and phone calls
o Arranges and coordinates logistical support for on-line sessions, booking conference rooms, lunch and learns and accurate maintenance of records/logs;
o Coordinating travel requirements as required; including the booking of flights and hotels
o Providing general support for Expense reports; preparing and submitting expense claims in Compliance to the Bank Travel & Expense Travel Policy through CenterSuite or the Travel & Expense Application.
o Submitting Commercial Card Visa applications and cancellations
o Working in partnership with the Eco-office Community Leads on the administration of security access cards;
o Process all department invoices for payment and manage department budget

• Lead and develop project plans, including timelines, milestones, and resource allocation for small scale initiatives for IB Insurance.
o Support various department-wide projects by ensuring maintenance and uploading of presentation materials/communication to the department site.
o Coordinate with various departments to ensure all aspects of the project are aligned and on track.
o Prepare and present regular status reports to management and stakeholders.

• Gather, compile, verify, and analyze information for the executive's use in documents such as memos, letters, reports, speeches, presentations, and news releases. Perform tasks using independent judgment and discretion; e.g. preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases; arranging and attending meetings; taking and distributing minutes.

• Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets. Manage the variance analysis and ensure it aligns on a monthly basis. Act as the primarily liaison and coordinator for department initiatives.

• Lead the SLA process for IB Insurance coordinating with Finance, Global Transfer Pricing and local in-country teams to support resource chargeouts for IB Insurance staff domiciled in various countries

• Lead the TSA (Transfer Service Agreement) process by preparing and submitting the quarterly TSA hours and annual TSA forecasts for 2 department cost centres

• Supports with other ad-hoc related requests as required.

• 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 Guidelines for Business Conduct.

• Champions a high performance environment and implements a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment; communicating vison/values/business strategy and managing succession and development planning for the team.

Dimensions

• Countries/regions/business units supported - IB Insurance business operates in: Caribbean (8 countries); Mexico, Chile, Peru, Colombia and Uruguay, in 2 languages (English & Spanish).
• Supports business in 12+ currencies
• Monitor, review and approve standard expenditures within established budgets.
• Interactions with senior levels of management across all IB countries and Canada - complexity with clients that interact with the VP IB Insurance
• Deals with information that is of a sensitive and confidential nature
• Requires advanced understanding of a range of processes, procedures, systems
• Gathers information in order to solve problems
• Determines urgency for what needs to go to the VPs attention and be flagged
• Manages complicated travel schedule to multiple locations throughout IB

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 administrative support experience
• Due to the markets served fluency (oral and written) in English and Spanish is a must.
• Sound knowledge of business/bank terminology and departmental procedures
• High level of discretion required when dealing with confidential matters
• Strong communication, organization skills and attention to detail
• Strong proficiency in software programs (i.e. MS - Excel, Outlook, One Note, PowerPoint, Visio and Word).
• Proven track record and ability to interact with individuals at all levels of the organization.

• Supports with other ad-hoc related requests as required.

• Understand how the Bank's risk appetite and risk culture should be considered in day-to-day activities and decisions.

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.