Regional Administrative Specialist

Scotiabank; Ottawa; On-site; CAD 50,000 - 65,000; Full time

Job summary

A leading bank in the Americas is seeking a Regional Administrative Specialist in Ottawa to provide administrative and operational support to financial advisors. The role includes responsibilities such as preparing client documentation, maintaining a client contact database, and liaising with third parties. Ideal candidates will have a college diploma in business, strong organizational skills, and dedication to client service. This position emphasizes attention to detail and effective communication.

Qualifications

• Knowledge of financial services industry and rules regarding estates, trusts, RESPs, and applicable tax-related issues.
• Canadian Securities Course (CSC) & Conduct and Practice Handbook (CPH) are considered assets.
• Ability to effectively manage change.

Responsibilities

• Prepare and process client documentation and transaction requests.
• Maintain the accuracy of the client contact database.
• Prepare files for client meetings and respond to time-sensitive requests from Advisors.
• Liaise with Accountants and third parties to provide tax documentation or statements.

Skills

Client service dedication

Organizational skills

Attention to detail

Verbal communication skills

Written communication skills

Resourcefulness

Ability to work independently

Ability to manage multiple priorities

Education

College diploma in business, commerce or equivalent

Tools

Microsoft Office Suite

CRM2

Job description

Overview

Title: Regional Administrative Specialist

Requisition ID: 236836

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.

Responsibilities

• 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

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 are resourceful
• An ability to work independently or effectively within a team
• An ability to manage multiple priorities in a fast- paced environment
• An ability to effectively manage change
• A focus on achieving results

#SWM #LI-CB1

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 . Candidates must apply directly online to be considered for this role. 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.