Advisor Assistant

7 days ago

Ottawa, Ontario, Canada Alterna Full time

Scope of Position
Under the direction of the Team Lead, Wealth Management Operations
  • Wealth Management
, the Advisor Assistant will be responsible for providing day-to-day support services to the Wealth Management sales force in IIROC platform.

Responsibilities include assisting in the preparation of client meetings, transaction documentation, and participating in campaigns or special projects in order to allow the Advisors the opportunity to maximize time efficiency and productivity to develop wealth creation strategies for clients and gain new business and revenue.


The incumbent will be committed to some continuing education and keep current with related industry issues to better support the Advisors.

The Advisor Assistant will hold a current IIROC license and must be familiar with Privacy laws and industry regulations and abide by the applicable rules and regulations at all times.


Major Responsibilities

  • Follow up with Dealer and mutual fund companies for problem resolutions and sales charges on behalf of Advisors and clients
  • Gathering information from Investment Advisor as needed to fulfill Compliance requirements as well as client related requests.
  • Utilize problem solving techniques in an independent working environment. Combining reference docs, account history, and external sources to provide reference for either the Investment Advisor or back office.
  • Reviewing internal credit union as well as Dealer policies and procedures for accuracy and efficiency.
  • Large responsibility in maintaining current client book of business
  • Placing investment trades (buys, sells) with 100% accuracy (stocks, GICs, mutual funds) on a daily basis where errors in this process can result in client hardship and financial cost to the department.
  • Corresponding with clients and accountants to securely provide applicable tax information
  • Answer general client inquiries, resolve client issues and follow up
  • Call clients to book or confirm appointments
  • Assist with client meeting preparation and form completion
  • Booking and coordinating appointments and business development meetings
  • Tracking/Managing transfer of assets from other financial institutions
  • Proactively contacting clients in Wealth Management initiatives (ie Transition updates)
  • Ensuring adequate quantities of Aviso marketing material is available
  • Uncover support needs of Advisors, discuss with Manager and teammembers and participate with its implementation
  • Prepare sales reports for senior leadership and branch staff
  • Manage Database of existing clients for Advisors
  • Print client reports and prepare client contact letters
  • Assist in managing the Advisors' calendar/schedules
  • Provide support to the Wealth Management Sales team with regards to the planning software (answer questions/provide solutions)
  • Proficient in using various computer systems
  • Compose letters and memos on behalf of Advisors
  • Assist with seminar preparation and arrange facilities and equipment as appropriate
  • Assist with preparation for training material, room and equipment coordinating
  • Keep Manager & other team members apprised of day to day operational issues/concerns and work together to resolve and improve process
  • Participate in developing campaigns or project initiatives to create wealth for clients and Alterna
  • Provide Back Up Support when needed for Wealth Management Operations
  • Adhere to all applicable industry regulations and privacy laws
  • Other duties as required

Expectations / Outcomes

  • Assist the Wealth Management Sales Force (Investment Advisor / Wealth Advisor) so that they become more efficient and have more opportunities to acquire new business and better serve existing clients and retain assets
  • Assist to develop & implement strategies for growing the business
  • Be a resource for the Wealth Management Sales Force
  • Be a teamplayer, self starter
  • Able to multitask and prioritize

Contacts

  • Wealth Management
  • Retail Bankers
  • Clients, to obtain or provide information
  • Aviso Wealth various departments (ie. Aviso Service Centre, ORM Wholesaler)
  • External suppliers and companies (other mutual fund companies, FIs)

Qualifications
Education / Certification / Experience

  • Postsecondary degree/diploma in a related field considered an asset
  • Minimum 2 year experience in a similar administrative role
  • Completion of CSC/CPH required to obtain IIROC Investment Representative (IR) license.
Knowledge / Skills

  • Strong knowledge of planning software
  • Basic understanding of mutual funds, securities market and insurance
  • Proficiency in systems use and transaction procedures
Competencies

  • Good communication, organization and interpersonal skills
  • Takes initiatives to implement or improve processes
  • Ability to work with competing priorities
  • Understand and adhere to applicable industry regulations and privacy laws

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