IIA Administrative Assistant, ScotiaMcLeod (Spanish/English)

Scotiabank; Toronto; On-site; CAD 45,000 - 65,000; Full time

Job summary

Scotiabank is seeking an Administrative Associate in Toronto, Ontario to support Advisors in client portfolio reviews and service delivery. You will ensure documentation is complete, compliance requirements are met, and client interactions are accurately recorded.

Fluency in Spanish and English is required, with strong communication and organizational skills. The role supports marketing activities and requires CIRO licensing in due course.

Qualifications

• Excellent written and verbal communication skills.
• Strong organizational skills.
• Ability to take initiative and work independently.
• Ability to meet deadlines.
• Understanding of industry and firm compliance regulations.
• Education, examination and training requirements for CIRO licensing.

Responsibilities

• Champions a client focused culture and supports Advisors in client portfolio reviews.
• Ensure client documentation and regulatory compliance across accounts.
• Assist in marketing activities to grow assets and revenue within existing client base.
• Prepare reports and analyses to support Advisor decisions and client planning.

Skills

Communication skills

Organizational skills

Initiative

Deadline-oriented

Education

Post Secondary Education

CIRO licensing

Job description

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

Purpose

Contributes to the overall success of ScotiaMcLeod in Canada ensuring specific individual goals, plans,initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensures allactivities conducted are in compliance with governing regulations, internal policies and procedures.

Accountabilities

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
• Ensure a high level of client service by supporting one or more Advisors in the regular review of client portfolios to identify client needs for Team of Experts services, to ensure it meets the current or updated risk profile and aligns with applicable investment program, gathering research & product information from internal and external sources, entering client trades as directed by client or Advisor, and remaining up to date with all the regulatory rules and trading activities as it relates to client accounts.
• Ensure effective client administration by following up with clients on missing documentation required as per the industry regulatory requirements, maintaining client files and information of the appropriate systems, checking daily trades and all system entries in accounts for timeliness and accuracy, responding to client inquiries in a timely, responsive manner, resolving issues and effecting client transactions expeditiously and accurately, escalating issues to Advisor when appropriate, issuing instructions for client withdrawals, deposits, swaps and transfers according to client or Advisor instructions, ensuring all client interaction is accurately documented, and understanding the required documentation for all client account types
• Provide marketing assistance to the Advisor by identifying opportunities to gather additional assets and/or increase revenue within the existing client base, organizing client events, including lunch & learns, seminars, client appreciation to increase/identify opportunities to increase assets and/or revenue, maintaining or coordinating electronic marketing, and managing the approval process for all marketing and mass communication.
• Supporting the growth of the Advisor by reviewing and reducing all restricted accounts, managing the Bank referral process, assisting in idea generation, reviewing the daily commission reports and follow up on unpaid commissions, tracking the External Household Program payments and follow up. Preparing, analyzing, and presenting reports and recommendations, financial plans/concepts, insurance, annual trading summary etc. to the Advisor for review, and providing recommendations for improvement to business processes, additional value to clients, and utilization of our Team of Experts.
• Contribute to the effective functioning of the branch team by building effective working relationships across the team and with various business line and corporate function contacts, maintaining a high level of customer service, facilitating a culture of open and honest communication, actively participating and contributing to touch bases and team meetings, encouraging the generation of new ideas and approaches, actively sharing knowledge and experience to enhance the development of all team members, developing and executing a meaningful employee development plan.
• Understands 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 their respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
• Champions a high-performance environment and contributes to an inclusive work environment.
• The Administrative Associate is expected to take the initiative and work independently on all administrative tasks.
• Takes direction from advisor(s) on client trading activity.

Fluency in both Spanish and English, including strong verbal and written communication skills, is required for this role.

Education, Experience & Other Information:

• Excellent written and verbal communication skills
• Strong organizational skills
• Ability to take initiative and work independently
• Ability to meet deadlines
• Understanding of industry and firm compliance regulations
• Ability to take direction from advisor(s) on client trading activityPost Secondary Education
• All applicable education, examination, and training requirements for licensing and confirmed registration as an Investment Representative with the Canadian Investment Regulatory Organization (CIRO)

Location(s): Canada : Ontario : Toronto

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.