ScotiaMcLeod Administrative Support Assistant (Westmount)

Scotiabank; Montreal; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading financial institution in Montreal is seeking an Administrative Support Assistant to provide essential administrative support to Advisors and their teams, ensure top-notch client service, and manage client account documentation effectively. The ideal candidate will possess strong organizational skills, be fluent in both French and English, and have secondary education qualifications. This role operates in a fast-paced office environment and requires proactive communication and time management skills.

Qualifications

• Experience in a customer service environment.
• Ability to handle multiple tasks in a fast-paced setting.
• Fluent in both French and English.

Responsibilities

• Provide administrative support to Advisors and their teams.
• Ensure non-trade client service and manage client interactions.
• Process client account documentation and maintain accurate records.

Skills

Excellent written and verbal communication skills

Strong organizational skills

Ability to take initiative and work independently

Ability to meet deadlines

Knowledge of Microsoft systems: Word, Excel, and PowerPoint

Education

Secondary education

Job description

Requisition ID: 242013

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets.

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

The Administrative Support Assistant role is to provide administrative support to one or more Advisors and their teams.

IS THIS ROLE RIGHT FOR YOU

In the role you will:

1. Ensure a high level of non-trade client service by:

• Acting as receptionist by answering phones and greeting clients
• Arranging client meetings including venues, preparing printed materials and handling schedule changes
• Assisting with Advisor seminars by booking venues, scheduling guests, greeting clients, arranging for refreshments etc.
• Following up on client meetings and entering notes in contact management system
• Processing client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
• Responding to client inquiries and issues in a timely, responsive manner and escalating to Advisor when appropriate

2. Provide administrative support by:

• Processing client account documentation
• Assisting in writing and processing clients’/prospects letters and proposals
• Ordering marketing materials
• Maintaining client files and information on the appropriate systems
• Opening new accounts and processing new account documentation
• Processing account transfer documentation and follow up to ensure receipt
• Following up on outstanding documentation for restricted accounts
• Ensuring all client interaction is accurately documented
• Gathering deferred sales charge (DSC) information
• Ensuring adherence of all regulatory rules as it relates to client accounts and related documentation
• Following up with clients on missing documentation required as per the industry regulatory requirements

3. 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

DO YOU HAVE THE SKILLS

We would love to work with you if you have:

• Excellent written and verbal communication skills
• Strong organizational skills
• Ability to take initiative and work independently
• Ability to meet deadlines
• Knowledge of Microsoft systems: Word, Excel and PowerPoint
• Secondary education

Working Conditions

• The role operates within a standard office environment.
• The branch is a fast paced often high stress environment often with conflicting demands.

« In addition to French, the successful candidate must also have sufficient knowledge of English, as the work involves interacting and collaborating regularly with groups and individuals based in Toronto, as well as constantly interacting with other people, including clients, who speak English, locally and elsewhere.

#SWM

Location(s): Canada : Quebec : Montreal

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 we 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, 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.