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Title:  ScotiaMcLeod Administrative Associate - Kelowna, BC


Requisition ID: 92267


Join the Global Community of Scotiabankers to help customers become financially better off. 

A Best Workplace 

Scotiabank is a premier financial institution and Canada’s most international bank recognized as a Best Workplace®, in Canada, Mexico, El Salvador, Costa Rica, Puerto Rico, Dominican Republic, Panama, Peru, and Latin America by the Great Place to Work® Institute. 

A multinational winning team
Scotiabank is Canada’s international bank and a leading financial services provider in North America, Latin America, the Caribbean and Central America, and parts of Asia.  We are dedicated to helping our 21 million customers become better off through a broad range of advice, products and services, including personal and commercial banking, wealth management, corporate and investment banking. 

Corporate Social Responsibility 
Scotiabank helps to build bright futures worldwide through ethical banking practices, environmental awareness and a commitment to communities. 

ScotiaMcLeod is part of the Global Wealth Management (GWM) division of Scotiabank and a division of Scotia Capital Inc.  ScotiaMcLeod offers full-service advice and a full spectrum of investment products and services through 750 advisors to over 150,000 households across Canada. 

ScotiaMcLeod has earned a reputation for integrity based on our standards of excellence, quality service and a commitment to doing what's right for our clients. 

At ScotiaMcLeod, we pride ourselves on the strong team we have developed to support the Wealth Advisors. In addition to traditional administrative support, we also have a number of licensed roles to assist the advisors with their clients, with their individual marketing, and with the growth and development of their businesses. ScotiaMcLeod provides both internal training as well as financial assistance for external courses to support and encourage career path progression for our employees. 

As part of Scotiabank, you will see the many benefits of working for an employer of choice - one that reflects the community and one that attracts and retains talent from diverse backgrounds. We encourage open communication, recognize and reward performance, and provide opportunity for growth. Here you will find a workplace enriched with strong relationships, teamwork, contagious enthusiasm and a "can-do" attitude. 

Purpose of Job:

The Administrative Associate, who is licensed as an Investment Representative, is primary focused to assist Investment Advisors in the in the day to day trading activities and the administration of client accounts. The Administrative Associate will provide administration support and will be responsible for answering client inquiries in a timely fashion and maintaining accurate and up-to-date client records. This role supports a business that is focused on Group Plan accounts.


Major Accountabilities:

  1. Provide a high level of support to Investment Advisor(s) by:
  • Facilitating the regular review of clients portfolios to identify client needs
  • Reviewing the portfolio to ensure it meets the current or updated risk profile and aligns with applicable investment program
  • Gathering research & product information from internal and external sources
  • Entering client trades as directed by client or Advisor
  • Remaining up to date with all the regulatory rules and trading activities as it relates to client accounts


  1. Ensure effective client administration by:
  • Following up with clients on missing documentation required as per the industry regulatory requirements
  • Maintaining client files and information of the appropriate systems
  • Checking daily trades and all system entries in accounts for timelines and accuracy
  • Responding to client inquiries in a timely, responsive manner
  • Resolving issues and effecting client transactions expeditiously and accurately, escalating issues to Advisor when appropriate 
  • Issuing instructions for client withdrawals, deposits, swaps and transfers according to client or Advisor instructions
  • Ensuring all client interaction is accurately documented
  • Understanding the required documentation for all client account types


  1. Provide a high level of client service by:
  • Responding to client inquiries in a timely manner, resolving issues quickly
  • Effecting trades accurately and expeditiously
  • Escalating unresolved or serious issues to the Investment Advisor or Branch Management as appropriate
  • Execute instructions for client transactions as directed by the client or Advisor
  • Checking daily trade summaries and system entries for accuracy and completion
  • Ensure all necessary account and client information is accurate and up to date prior to order execution
  • Ensure the confidentiality of client accounts is maintained at all times


  1. Contribute to the effective functioning of the branch team by:
  • Building effective working relationships across the team and with internal partners
  • 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



  • Clear understanding of all industry and firm compliance regulations
  • Proven excellence in client service
  • Accurate and thorough
  • Able to meet deadlines
  • Ability to take initiative and work independently on all administrative related tasks
  • Ability to execute client administration and trading activities according to direction received  
  • Must be able to exercise sound judgment in the prioritization of daily work to ensure optimum telephone coverage
  • Must maintain a high level of compliance standards at all times
  • Must be client service oriented with the ability to solve client inquiries and respond to questions and direction in a timely and efficient fashion


Education/Work Experience/


  • Must have completed the CSC, CPH and 30 day IRT training, and maintain license in good standing by complying with industry regulations
  • Must have excellent written and verbal communication skills
  • Must have strong organization and prioritization skills, with excellent attention to detail
  • Must be able to take initiative and work independently
  • Must be client service oriented


  • Industry experience
  • Prior experience as Administrative Associate or Assistant preferred

Location(s):  Canada : British Columbia : Kelowna 

ScotiaMcLeod and Scotiabank are committed to providing an inclusive and accessible candidate experience. Only those candidates selected for an interview will be contacted. If you require accommodation during the recruitment and selection process, please let us know. We will work with you to meet your needs.

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