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Title:  ScotiaMcLeod Administrative Associate- White Rock, BC






Requisition ID: 64337


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

Job Purpose

The Administrative Associate’s primary focus is to assist an experienced Advisor in the day-to-day administration of their business and communications with clients. You will be working closely with a 20-year veteran Portfolio Manager to deliver a seamless client experience to a client base of approximately one hundred families, as well as to assist in developing future clients from client referrals and marketing activities. 


Note, this position may allow for flexible work hours such as 5-6 hours daily and/or flexible hours with a minimum of 24 hours/week up to full-time hours.


Key Accountabilities

Ensures a High Level of Client Service by:

  • Reviewing the client portfolios to ensure they meet current or updated risk profiles and align with applicable investment program.
  • Booking phone and in-person client meetings based on a schedule.
  • Entering mutual fund trades as directed by the Advisor.
  • Remaining up-to-date with all regulatory rules and trading activities as it relates to client accounts.


Ensure Effective Client Administration by:

  • Following up with clients on missing documentation required as per the industry regulatory requirements.
  • Maintaining client files and information within appropriate systems.
  • Checking daily trades and all system entries in accounts for timelines and accuracy of information.
  • Responding to client inquiries in a timely, responsive manner.
  • Review for accuracy and provide to clients their tax documentation including AFS, ATS, RGL, T1135.
  • Resolving issues and executing client transactions promptly and accurately, escalating issues to Advisor when appropriate.
  • Issuing instructions for client withdrawals, deposits and transfers according to client or Advisor instructions.
  • Ensuring all client interaction is accurately documented.
  • Understanding the required documentation for MPP accounts.
  • Ensuring client Investment Policy Statements are reviewed yearly and updated as required.
  • Ensuring all PortfolioAid queries are answered and closed.


Supporting the Growth of the Advisor by:

  • Reviewing and reducing all restricted accounts.
  • Reviewing the daily commission reports and following-up on unpaid commissions.
  • Tracking Growth Bonus payments and follow-up.
  • Providing recommendations for business process improvements.


Contribute to the Effective Functioning of the Branch Team by:

  • Building effective working relationships across the team and with various business lines and business partners across the bank.
  • Maintaining a high level of customer service and facilitating a culture of openness and honesty.
  • Actively participating and contributing to team meetings and other touch-points with team members.
  • Encouraging the generation of new ideas and approaches.
  • Actively sharing knowledge and experience in order to enhance the development of all team members.
  • Developing and executing meaningful employee development plans.


Functional Competencies

  • The Administrative Associate will review and/or escalate to an Advisor any client issues that may put the firm, the Advisor, or the bank at risk.
  • The Administrative Associate will work regularly with Microsoft Office Suite of Products, Charles River (trading platform), Salesforce (CRM) and other related software, applications & resources to support the business.
  • Must adhere to regulatory requirements of IIROC and keep their license in good standing


Education and Experience Required:

  • Canadian Securities Course and Canadian Practice Handbook
  • Previous industry experience in wealth management administration. 
  • Working knowledge of account opening, account transfers, annual tax season requirements
  • Proven track record of excellent customer service and administrative proficiency and accuracy.
  • Excellent English Communication skills - Verbal and Written
  • Ability to think on your feet and prioritize a constanlty changing work flow. 
  • Strong computer skills including the willingness and ability to be trained to use Scotia Wealth’s technology platform including Salesforce, Charles River and our internal administrative sites


Nice to Have:

  • Investment Representative Training completed
  • Current on Continuing Education 
  • Training and Knowledge on marketing through social media and via the web
  • An interest in understanding of RI (Responsible Investing)


Working Conditions:

  • This is a position working along a Portfolio Manager who applies disciplined models to client portfolios. 
  • You will not be taking orders from clients, nor soliciting them as the client assets are managed on a discretionary basis. 
  • You will be responsible for meeting all the industry and firm requirements for documentation (IPS, KYC updates, risk monitoring), as well as ensuring income payments are made accurately and on time to clients. 
  • You will also be asked to follow a daily, weekly, and monthly process to ensure client needs are met and exceeded. 


Why should you consider this job over other similar roles?

  • We offer the opportunity to grow your skillset, increase your certifications, and take on more responsibility with time. 
  • This is being offered as a fulltime position with benefits, BUT for the right candidate, flexible work hours/days may be available.  A minimum of 24 hours per week will be required, and 4 days per week or fewer hours per day will be negotiable.
  • Your compensation will be competitive, inline with your experience, and have the opportunity to earn a substantial bonus.
  • You will be working in a small and vibrant office with great camaraderie and strong mentors. 


Location(s):  Canada : British Columbia : Vancouver 

As Canada's International Bank, we are a diverse and global team. We speak more than 100 languages with backgrounds from more than 120 countries. 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.

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