Regional Administrative Specialist (Ottawa)

MD Financial Management; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

MD Financial Management seeks a talented Regional Administrative Specialist in Ottawa. The role involves administrative support to Financial Consultants and Portfolio Managers, with a clear focus on client service and organizational efficiency. Ideal candidates possess a diploma in Business Administration and have experience in a similar role within financial services.

Qualifications

• 2 years' experience in an administrative or clerical position, preferably in financial services.
• Proficiency in MS Office applications.
• Certification in Canadian Securities Course & Conduct and Practice Handbook considered assets.

Responsibilities

• Provide administrative and operational support to Financial Consultants and Portfolio Managers.
• Process documentation requests and schedule client meetings.
• Maintain follow-up systems for inquiries and compliance-related tasks.

Skills

Client service

Organizational skills

Attention to detail

Verbal communication

Written communication

Initiative

Resourcefulness

Teamwork

Multi-tasking

Change management

Education

Community college diploma in Business Administration

Tools

Microsoft Windows

MS Excel

MS Word

MS PowerPoint

MS Outlook

CRM2

Job description

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

MD Financial Management, a division of Scotia Wealth Management, has an exciting opportunity for a talented, enthusiastic, and client-focused Regional Administrative Specialist to join our team.

As a Regional Administrative Specialist, you will be responsible for providing administrative and operational support to Financial Consultants and Portfolio Managers.

Is this role right for you? In this role you will :

• Process documentation requests and input transaction requests as directed by Financial Consultants
• Partner with Financial Consultants and Portfolio Managers in booking client meetings
• Respond effectively to all inquiries from current and prospective clients concerning MD products and services
• Respond to last minute requests from Financial Consultants during client meetings
• Maintain a follow-up system for inquiries, complaints, and problem resolution, ensuring that established MD service standards are being met in a timely manner
• Provide support and participate in the research and resolution of client issues
• Complete file preparation for Financial Consultants and Portfolio Managers in advance of client meetings
• Prepare and process new account documentation as required
• Update the database for all client contact, ensuring that all client information & notes are recorded correctly
• Maintain monthly compliance related tasks as required
• Liaise with accountants and third parties as required
• Prepare business correspondence to clients and third parties
• Participate in projects as required
• Provide reception coverage and general office duties

The Must Haves :

• Community college diploma in Business Administration or equivalent
• 2 years' experience in an administrative or clerical position, preferably within the financial services industry
• Proficiency in the use of Microsoft Windows and its applications including Excel, Word, PowerPoint, and MS Outlook
• Working knowledge of CRM2
• Canadian Securities Course (CSC) & Conduct and Practice Handbook (CPH) are considered assets

Do you have the skills that will enable you to succeed in this role? - We'd love to work with you if you have :

• 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

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.