Executive Assistant, Dynamic Funds - Montreal, QC

Requisition ID: 208062

Dynamic Funds is a wholly owned subsidiary of Scotiabank, headquartered in Toronto. Dynamic Funds was established as a small investment club in Montreal in 1957, where it was a pioneer in providing professional investment advice to retail investors. Since then, we have evolved to become one of Canada's most recognized wealth management firms. We offer a comprehensive range of products and services, spanning every major sector, geographic region and investment discipline. Our financial solutions include open and closed-end investment funds, fee-based, tax-advantaged and customized high-net-worth programs

Dynamic Funds is a Canadian success story, built on non-negotiable beliefs that drive everything we do. We attract top candidates because our culture allows us to be active (not reactive), results-oriented and passionate about sales. In short, our people are truly empowered, experienced, and Dynamic. We’ve built a foundation whereby different perspectives, ideas and backgrounds continue to help us grow the business.

As the Executive Assistant, you will provide a high-level of administrative and organizational leadership, communications, and executive support to the Regional Vice President. Your role will involve facilitating the day-to-day operations of the department by serving as a primary resource for departmental inquiries, liaising with internal and external stakeholders, drafting and editing complex correspondence and coordinating appointments, meetings and events. Your stellar communication skills and high degree of professionalism and confidentiality will be essential to your success in this role.

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

• Contributes to the overall success of the department by 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.
• Actively manage calendars to balance priorities
• Schedule and organize meetings, including arranging the meeting room, technology and catering as required
• Handle telephone calls with professionalism
• Book travel arrangements for occasional international business travel
• Manage digital and paper filing systems ensuring that files are organized and easy to find
• Manage expenses and prepare expense reports, coordinating with Finance as required
• Onboard new hires
• Participate in team meetings to document and follow-up on action items
• Champions a customer-focused culture to deepen client relationships and leverage broader Firm relationships, systems and knowledge
• Provide high-level administrative support for one or more executives, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization's operations, procedures, and people
• Master of email management: cascading emails to clients on behalf of the Sales Team, managing multiple email accounts, unsubscribing clients when requested and managing distribution lists.
• Tech savviness and the proficiency in a wide range of platforms, including Microsoft Office, CRM, sales collaboration, and analytical tools
• 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. Act as the primary liaison and coordinator for department initiatives.
• 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.

Do you have the skills to enable you to be successful in this role? We would love to work with you if you have:

• University Degree in Administration or college diploma (cégep) in administration with 3 -4 years of related experience.
• Strong knowledge of MS Office applications and PC skills, particularly spreadsheets and presentation tools.
• Strong verbal/written communication skills. Incumbent must be articulate
• Sound knowledge of business / bank terminology and departmental procedures
• High level of discretion required when dealing with confidential matters
• Highly organized and strong organizational know-how (structures, key, staff, etc.)
• Good interpersonal relations
• Excellent communication skills, both written and verbal in French and English

“Pursuant to a language needs assessment conducted by Scotiabank, the successful candidate will be required to be able to communicate in English and French as they will be required to work closely with other groups from head office who operate primarily in English, and they will serve and English-speaking clientele.

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Location(s): Canada : Quebec : Montreal

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. Candidates selected for an interview will be contacted directly. If you require accommodation during the recruitment and selection process, please let us know. We will work with you to provide as seamless a recruitment experience as possible.