Administrative Specialist - Ottawa

Scotiabank; Ottawa; On-site; CAD 48,000 - 61,000; Full time

Job summary

Scotiabank is seeking an Administrative Specialist to support Financial Advisors and Portfolio Managers in Ottawa. The role includes preparing client documentation, inputting transactions, and maintaining an accurate client database.

You will coordinate meeting materials, respond to inquiries, and contribute to special projects while upholding service standards. Strong communication, organizational skills, and proficiency with Microsoft Office and CRM systems are essential.

Qualifications

• Must have experience providing client-focused service in a financial services context.
• Strong organization and time-management skills with attention to detail.
• Proven ability to handle confidential information and adhere to compliance standards.
• Proficiency with Microsoft Office and CRM systems, with strong communication skills.

Responsibilities

• Prepare and process client documentation and input transaction requests as directed by Advisors and Portfolio Managers.
• Maintain currency and accuracy of client contact data and notes.
• Schedule and prepare files for client meetings and respond to time-sensitive inquiries.
• Support in resolving client concerns and collaborating on special projects as needed.
• Complete monthly compliance tasks and liaise with accountants or third parties for tax documents.

Skills

Client service

Organizational skills

Attention to detail

Verbal and written communication

CRM familiarity

Education

College diploma in business, commerce or equivalent

Tools

CRM2

Microsoft Office

Job description

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Requisition ID: 269518

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 managers
• Work 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

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 . 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.

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