Administrative Assistant - ICS Cash Preparation Team

Mindlance; Toronto; On-site; CAD 45,000 - 55,000; Full time

Job summary

A financial services provider in Toronto is looking for an Administrative Assistant to join their ICS Cash Preparation Team. This role involves ensuring the accurate validation of client instructions, developing operating procedures, and maintaining compliance with all policies. The ideal candidate will have strong financial services knowledge, proficiency in MS Office with Excel macros, and excellent communication and client service skills. The position emphasizes teamwork and resolving issues in a fast-paced environment.

Qualifications

• Experience in the financial services industry, especially in custody.
• Proficient in MS Office, particularly Excel with macros.
• Ability to manage multiple tasks in a fast-paced setting.

Responsibilities

• Ensure accurate acceptance and validation of client instructions.
• Update desk operating procedures and resolve recurring issues.
• Ensure compliance with current policies and identify gaps.
• Conduct second level review and escalate issues to management.
• Understand client requirements and provide ongoing training.
• Collaborate with team members to resolve complex problems.
• Support team members to meet daily deliverables.
• Validate client instructions and identify out-of-scope items.

Skills

Strong working knowledge in financial services

Proficiency in MS Office and Excel macros

Ability to work in a fast-paced environment

Client service skills

Issues escalation and resolution skills

Effective communication skills

Job description

Job Title: Administrative Assistant - ICS Cash Preparation Team

Location: Toronto, ON (Onsite)

Duration: 12+ Months

Daily Responsibilities:

• Ensure timely and accurate acceptance, validation and preparation of client instructions before delivering to Cash Processing Teams
• Create, review and, where needed, update desk operating procedures and identify and resolve reoccurring problems to ensure corrective actions and proper procedures are put in place
• Ensure compliance with all policies and procedures currently in place, and identify any gaps in processes that might increase risk and highlight to management for remediation
• Ensure second level review is completed on identified processes within the team and issues or potential problems are immediately escalated to management for resolution
• Develop an understanding of assigned clients and their unique requirements, processes and structures and ensure continuity of client service by providing colleagues with ongoing cross training on accounts and bespoke processes
• Share knowledge with team members to assist in the resolution of more complex problems
• Contribute to the success of the department by supporting and assisting other team members in meeting daily deliverables
• Validate client instructions against IC segment specific processes and procedures and identify instructions that fall out of normal scope for escalation

Must Have Skills:

• Strong working knowledge/experience in the financial services industry, specifically in custody and IC client segment
• Proficiency in MS Office including experience using and creating Excel macros
• Demonstrated ability to work successfully in a fast-paced environment
• Proven client service skills
• Issues escalation and resolution skills
• Ability to communicate effectively with stakeholders

Mindlance is an equal opportunity employer. We are committed to inclusive, equitable, barrier‑free recruitment and selection processes, and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process.