Administrative Specialist - CalgaryTemporary

Scotiabank; Calgary; On-site; CAD 52,000 - 75,000; 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 is seeking a Regional Administrative Specialist in Calgary to provide administrative and operational support to Financial Advisors and Portfolio Managers, ensuring high standards of service for MD clients. You will manage client documentation, maintain the contact database, and assist with meetings, inquiries, and compliance tasks.

The role emphasizes strong organization, attention to detail, and excellent communication.

Qualifications

• College diploma in business, commerce or equivalent.
• Proficiency with Microsoft Office Suite.
• Working knowledge of CRM2.
• Excellent client service mindset and communication skills.
• Strong organizational and follow-through abilities.

Responsibilities

• Prepare and process client documentation and input transaction requests as directed by Advisors and Portfolio Managers.
• Maintain currency and accuracy of client contact database with proper notes.
• Book and prepare files for client meetings and respond quickly to inquiries.
• Maintain a follow-up system for inquiries and issues per service standards.
• Assist in research and resolution of client concerns and participate in special projects as needed.
• Complete monthly compliance tasks such as logs and follow-ups on non-compliant paperwork.
• Coordinate with Accountants and third parties to provide tax documents as requested.
• Perform general office duties including reception coverage when required.

Skills

Client service

Organizational skills

Attention to detail

Communication skills

Time management

Team collaboration

Verbal and written communication

Education

College diploma (business/commerce)

CSC & CPH assets

Tools

Microsoft Office Suite

CRM2

Job description

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Requisition ID: 269949

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.

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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.

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MD Financial Management includes MD Financial Management Inc., MD Management Limited, MD Life Insurance Company and Scotia Wealth Insurance Services.