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Estate and Trust Administrator

7 months ago

Ottawa, Canada MD Financial Management Full time

Requisition ID: 182582

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

The Trust Administrator is provides administrative support to the Trust Officer (TO) ensuring timely and high quality administration of Estates and Trusts. This position contributes to maintaining high standards of client service, quality control and operational excellence.

**Key Accountabilities**:

- Assess daily workloads to determine priorities in conjunction with TO
- Maintains a high level of communication with TO, Estate & Trust Advisor (ETA), Regional Trust Officer (RTO) Regional Estate and Trust Administrator (RETA) and Tax Specialist (TS) on estate and trust administration issues
- Recognizes and elevates administrative issues for resolution to minimize risk exposure
- Confirms, researches and collects estate assets
- Completes tasks with accuracy, first time right
- Prepares standard letters, forms, releases required for estate and trust administration
- Diarizes and follows up on initial inquiry and collection activities with third parties using a variety of communication tools keeping TO, ETA, RTO and RETA informed of progress
- Prepares account opening, initial set up of document files and on-going maintenance activities for estate and trust accounts, including closing of accounts
- Obtains documents, including notarial copies of Wills, Declarations of Transmission, Death Certificates, as required
- Co-ordinates the receipt and distribution of assets, including re-registration of assets and cash distributions
- Mails letters and documents with enclosures
- Prepares payments and deposits for accounts
- Completes research as required to search data/information under direction of TO (i.e. confirming balances, stock or bond prices, ex-dividend dates, etc.)
- Elevates bottlenecks with service providers to TO
- Prepares inventory (assets & liabilities) for new estates under direction of TO
- Prepares Plans of Partition for Estates / Trusts in distribution under direction of TO
- Maintains status checklists and reports on administration progress to comply with MDPT Client Service Commitments, Internal Service Standards and statutory deadlines
- Assembles information required for tax preparation for the Estate / Trust
- Manage documents and correspondence for Estates & Trusts

**Qualifications and Licensing Requirements**:

- Community College Diploma or Equivalent
- STEP Canada - Certificate in Estate and Trust Administration Level 1 (preferred)
- Canadian Securities Course (CSC) preferred
- Bilingualism (English / French) preferred

**Personal Characteristics and Experience**:

- 2 years related experience in financial services
- Ability to interpret legal documents
- Excellent organizational and priority setting skills
- Exceptional ability to manage multiple priorities and meet deadlines
- High attention to detail and strong follow through capabilities
- Ability to adapt to change
- Excellent spoken and written communication skills
- Ability to learn on the Fly

Location(s): Canada : Ontario : Ottawa

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.