Administrative Associate - Hamilton

Job summary

Provide administrative and operational support to Financial Advisors and Portfolio Managers, including processing client documents and transactions, maintaining accurate client records, preparing for meetings, and responding to client inquiries. Complete compliance-related tasks, coordinate tax documents with accountants and third parties, resolve client concerns, and perform general office duties as needed.

Job details

Requisition ID: 276259 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 managersWork 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 What's in it for you? The opportunity to join a forward-thinking and collaborative team, surrounded by innovative thinkers. Your career matters! You will have access to career development and progression opportunities. An inclusive working environment that encourages creativity, curiosity, and celebrates success! You will get our help to save for your future and to invest in your total wellbeing through our Scotiabank benefits** such as Performance Bonus, Employee Share Ownership Program, Pension Plan Matching, Banking Benefits, and Health Benefits from day one! You will relish work-life balance, team events, and opportunities to participate in the community. Location(s): Canada : Ontario : Hamilton 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.

What you’ll do

Provide administrative and operational support to Financial Advisors and Portfolio Managers, including processing client documents and transactions, maintaining accurate client records, preparing for meetings, and responding to client inquiries. Complete compliance-related tasks, coordinate tax documents with accountants and third parties, resolve client concerns, and perform general office duties as needed.

Requirements

A college diploma in business, commerce, or an equivalent field is required, along with knowledge of financial services and relevant investment products and tax matters. Candidates should have Microsoft Office proficiency, working knowledge of CRM2, strong client-service and organizational skills, attention to detail, and excellent communication; the CSC and CPH are considered assets.

Benefits

• Performance Bonus
• Employee Share Ownership Program
• Pension Plan Matching
• Banking Benefits
• Health Benefits
• Career Development Opportunities
• Work-Life Balance

Listed skills

• Customer service · Preferred
• written communication · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• issue resolution · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Client Service
• Administrative Support
• Financial Services Knowledge
• Client Documentation Processing
• Transaction Processing
• Client Database Management
• Meeting Preparation
• Written Communication
• Verbal Communication
• Organization
• Attention to Detail
• Follow-Through
• Microsoft Office
• CRM2
• Compliance Reporting
• Issue Resolution

Job areas

• Administrative
• Finance & Accounting
• Customer Service & Support

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