Regional Administrative Specialist

Scotia Wealth Management; Toronto; On-site; CAD 55,000 - 70,000; Full time

Job summary

Scotia Wealth Management in Toronto is seeking a Regional Administrative Specialist to provide administrative and operational support to Financial Advisors and Portfolio Managers, helping maintain high standards of service for MD clients.

You will prepare client documentation, input transaction requests, maintain client data, and coordinate meetings. You will respond to inquiries, assist with compliance tasks, and collaborate with a regional team to ensure seamless service delivery.

Qualifications

• College diploma in business, commerce or equivalent required.
• Knowledge of financial services industry rules for estates, trusts and registered plans.
• Familiarity with tax-related issues for investment accounts.
• Proficient in Microsoft Office; CRM2 knowledge a plus.
• CSC and CPH are assets.

Responsibilities

• Prepare and process client documentation; input transaction requests as directed by Advisors and Portfolio Managers.
• Collaborate with Advisors and regional Administrators to support service delivery.
• Maintain currency and accuracy of client contact data and notes.
• Book and prepare files for client meetings; respond to time-sensitive requests during meetings.
• Follow up on inquiries and issues; ensure resolution per service standards.
• Support research and resolution of client concerns and participate in special projects.
• Complete monthly compliance tasks and follow up on non-compliant paperwork.
• Coordinate with accountants and third parties to provide tax documents.
• Perform general office duties, including reception coverage when required.

Skills

Microsoft Office Suite

CRM2

Client service

Organization

Attention to detail

Verbal and written communication

Time management

Interpersonal skills

Education

College diploma in business, commerce or equivalent

Job description

Requisition ID: 267921

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

#SWM

#SWM

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.