National Portfolio Administrative Specialist - Calgary

Scotiabank; Calgary; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading financial institution in Calgary is seeking a dedicated individual to join their team. The role involves preparing client documentation, maintaining databases, and ensuring compliance tasks are completed efficiently. Ideal candidates will have a college diploma in business, strong organizational and communication skills, and a background in financial services. This position offers career development opportunities and comprehensive benefits from day one.

Benefits

Performance Bonus

Employee Share Ownership Program

Pension Plan Matching

Health Benefits

Work-life balance

Qualifications

• Demonstrated knowledge of financial services industry and relevant regulations.
• Canadian Securities Course (CSC) & Conduct and Practice Handbook (CPH) are considered assets.
• Ability to work independently or effectively within a team.

Responsibilities

• Prepare and process client documentation and transaction requests.
• Maintain client contact database accuracy.
• Book and prepare files for client meetings.

Skills

Client service orientation

Strong organizational skills

Attention to detail

Excellent verbal and written communication skills

Initiative and resourcefulness

Ability to manage multiple priorities

Education

College diploma in business or commerce

Tools

Microsoft Office Suite

CRM2

Job description

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

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.
• Maintain 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, and preparing correspondence, 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.

Qualifications

• 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.
• Initiative and resourcefulness.
• Ability to work independently or effectively within a team.
• Ability to manage multiple priorities in a fast‑paced environment.
• Ability to effectively manage change.
• A focus on achieving results.

Benefits

• The opportunity to join a forward‑thinking and collaborative team, surrounded by innovative thinkers.
• Career development and progression opportunities.
• An inclusive working environment that encourages creativity, curiosity, and celebrates success.
• Benefits such as Performance Bonus, Employee Share Ownership Program, Pension Plan Matching, Banking Benefits, and Health Benefits from day one.
• Work‑life balance, team events, and opportunities to participate in the community.

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 during the recruitment and selection process, please let our Recruitment team know.