Administrative Associate - Hamilton

MD Financial Management | Gestion financière MD; Hamilton; On-site; CAD 48,000 - 70,000; Full time

Benefits offered by this job

Performance Bonus

Employee Share Ownership Program

Pension Plan Matching

Banking Benefits

Health Benefits from day one!

Job summary

Scotiabank in Hamilton is seeking a Regional Administrative Specialist to provide administrative and operational support to Financial Advisors and Portfolio Managers. You will manage client documents, maintain the client database, and assist with meetings and inquiries.

The role emphasizes accuracy, client service, and collaboration with a regional team of Administrators. Knowledge of financial services regulations and MS Office is expected, with CSC/CPH assets a plus.

Qualifications

• College diploma in business, commerce or equivalent.
• 2: Demonstrated knowledge of the financial services industry including estates, trusts, RESPs, RRSPs/RRIFs, TFSAs, and related tax issues.
• 3: Proficiency with Microsoft Office Suite.
• 4: Working knowledge of CRM2.
• 5: CSC & CPH are assets.
• 6: Dedication to client service.
• 7: Strong organizational and detail-oriented skills.
• 8: Excellent verbal and written communication skills.

Responsibilities

• Prepare and process client documents and input transaction requests as directed by Advisors and Portfolio Managers.
• Maintain the currency and accuracy of the client contact database and notes.
• Book and prepare files for client meetings; respond to time-sensitive requests during meetings.
• Maintain a follow-up system for inquiries and issues; ensure timely resolutions.
• Assist in researching and resolving client concerns and participate in special projects.
• Complete monthly compliance tasks, including logs and follow-ups on non-compliant paperwork.
• Liaise with Accountants and third parties to provide tax documents or statements.
• Perform general office duties, including reception coverage when required.

Skills

Financial services knowledge

MS Office

CRM2

Attention to detail

Communication skills

Organizational skills

Education

College diploma in business/commerce or equivalent

CSC & CPH credentials (assets)

Canadian Securities Course (CSC) & Conduct and Practice Handbook (CPH) assets

Tools

Microsoft Office Suite

CRM tools

Job description

Requisition ID: 276259

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

As a Regional Administrative Specialist, you will be responsible for providing administrative and operational support to assist Financial Advisors and Portfolio Managers in maintaining high standards of service for all MD clients.

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

• Be accountable for the preparation and processing of client documentation and inputting transaction requests as directed by Advisors and Portfolio managersWork with Advisors, as well as a larger regional team of Administrators
• Be responsible for maintaining the currency and accuracy of the client contact database, ensuring all applicable information and notes are recorded correctly
• Play an important role in booking and preparing files for client meetings, responding to time-sensitive requests from Advisors during client meetings, preparing correspondence and ensuring a quick and efficient response to all inquiries from current and prospective clients regarding MD products and services
• Maintain a follow-up system for inquiries and issues, ensuring expeditious resolution based on MD specified service standards
• Support and participate in the research and resolution of a variety of client concerns as well as contributing to special projects, as required
• Ensure that monthly compliance-related tasks, such as compliance reporting logs and following up on non-compliant paperwork, are completed efficiently
• Liaise with Accountants and third parties to provide tax documents or statements as requested
• Perform general office duties, including reception coverage, when required

Do you have the skills that will enable you to succeed in this role? - We'd love to work with you if you have:

• College diploma in business, commerce or equivalent
• Demonstrated knowledge of the financial services industry and rules regarding estates, trusts RESPs, RDSPs, FHSAs RRSPs/RRIFs, TFSAs, non-registered investments, and applicable tax-related issues
• Proficiency with Microsoft Office Suite
• Working knowledge of CRM2
• Canadian Securities Course (CSC) & Conduct and Practice Handbook (CPH) are considered assets
• A dedication to client service
• Strong organizational skills
• Strong attention to detail and follow-through skills
• Excellent verbal and written communication skills

What's in it for you?

The opportunity to join a forward-thinking and collaborative team, surrounded by innovative thinkers. Your career matters! You will have access to career development and progression opportunities. An inclusive working environment that encourages creativity, curiosity, and celebrates success! You will get our help to save for your future and to invest in your total wellbeing through our Scotiabank benefits** such as Performance Bonus, Employee Share Ownership Program, Pension Plan Matching, Banking Benefits, and Health Benefits from day one! You will relish work-life balance, team events, and opportunities to participate in the community.

• Performance Bonus
• Employee Share Ownership Program
• Pension Plan Matching
• Banking Benefits
• Health Benefits from day one!

Location(s): Canada : Ontario : Hamilton

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.

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.