Administration Associate

3 weeks ago


Nanaimo, Canada BMO Financial Group Full time

9-6908 North Island Highway Nanaimo British Columbia,V9V 1P6

Supports one or more Investment Advisors (IAs) and IA Team and staff, and branch operations with day-to-day administration and provides exceptional client service to support achievement of business objectives.
- Books meetings with new prospects and prepares introductory package for the prospect/referral.
- Coordinates marketing activities on behalf of the advisory team, including website, social media initiatives, client recognition for meaningful life events, and the planning of client events.
- Schedules and helps prepare client portfolio reviews for the Investment Advisors including setting up client calls, scheduling meetings, preparing reviews and provides updates to IA.
- Follows up on client inquiries, account maintenance, new accounts set-up, transfers and remitting funds from registered and non-registered accounts upon client’s request.
- Resolves client complaints in a timely and effective manner; escalates as required.
- Accepts and executes client initiated trades over the phone or in person and provides stock information as requested.
- Handles clients’ general day-to-day requests and inquiries including basic money movement (e.g., wires, transfers), technology issues, and account opening and update, and follows up in a timely and confidential manner.
- Generates reports and documents for IAs and clients as requested and processes items for client accounts and files.
- Maintains and organizes client database and client files.
- Monitors incoming and outgoing assets and notifies IA of required actions to rebalance portfolios.
- Administers and processes documentation related to client files and regulatory requirements.
- Monitors redocumentation of client accounts on regular cycle to ensure client information and documentation is up-to-date.
- Ensures transactions and tasks are appropriately assigned to team members and completed.
- Mentors and coaches new or junior members to the team and branch.
- Provides team members with support on technology issues, use of new technology, and general inquiries and escalations related to policies, procedures, and processing.
- Gathers and distributes information on updates to training, guidelines, technology, and other business related information.
- Develops rapport and instills confidence with the client to develop credibility and promote a positive client experience.
- Follows through on the risk and compliance processes and policies to ensure we safeguard our customers’ assets, maintain their privacy, act in their best interests, and ensure an effectively run branch.
- Protects the Bank's assets and clients’ assets and complies with all regulatory, legal, and ethical requirements.
- Maintains the confidentiality of client and Bank information.
- Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
- Analyzes issues and determines next steps.
- Broader work or accountabilities may be assigned as needed.

**Qualifications**:

- Typically between 3 - 5 years of relevant experience and/or certification in related field of study or an equivalent combination of education and experience.
- Advanced knowledge of investment process and procedures.
- Advanced knowledge of administrative process and procedures as contained in Sales Administration Manual.
- Advanced knowledge of proprietary products and services in order to identify potential products and services to client needs and advising IA(s).
- Knowledge of compliance practices and regulations.
- Knowledge of Insurance and group products is an asset
- Knowledge of Trust and Estate services is an asset
- Knowledge of Financial/Retirement planning.
- Knowledge of trade processing rules.
- Successful completion of the Canadian Securities Course & Conduct and Practices Handbook.
- Current registration as Investment Representative (IR).
- 10 CO credits/Compliance training over a 2 year cycle to meet Mandatory IIROC Continuing Education requirement.
- Specialized knowledge.
- Verbal & written communication skills - Good.
- Organization skills - Good.
- Collaboration & team skills - Good.
- Analytical and problem solving skills - Good.

**We’re here to help**

At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people. By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world.

As a member of the BMO team you are valued, respected and heard, and you have more ways to grow and make an impact. We strive to help you make an impact from day one - for yourself and our customers. We’ll support you with the tools and resources you need to reach new milestones, as you help our customers reach theirs. From in-depth training and coaching, to manager support and network-building opportunit



  • Nanaimo, Canada Vancouver Island University Full time

    **Administrative & Systems Associate**: - Employment Group - CUPE - Position Number - 01022 - Division - Student Affairs - Department - Centre for Experiential Learning - Campus - Nanaimo campus - Location - Nanaimo, British Columbia - Country - Canada - Appointment Type - regular part-time - FTE - 0.8 - Workload - Pay Level - CUPE 7: $29.31 per hour -...


  • Nanaimo, Canada Vancouver Island University Full time

    **Administrative & Systems Associate, Centre for Experiential Learning**: - Employment Group - CUPE - Position Number - 01022 - Division - Student Affairs - Department - Centre for Experiential Learning - Campus - Nanaimo campus - Location - Nanaimo, British Columbia - Country - Canada - Appointment Type - regular part-time - FTE - 0.8 - Workload - 28 hours...


  • Nanaimo, Canada Vancouver Island University Full time

    **Associate University Secretary**: - Employment Group - ADMIN - Position Number - 01024 - Division - President - Department - University Secretariat - Campus - Nanaimo campus - Location - Nanaimo, British Columbia - Country - Canada - Appointment Type - regular full-time - FTE - 1.0 - Workload - 35 hours per week - Pay Level - Excluded Pay Band 10: Minimum...


  • Nanaimo, BC, Canada Vancouver Island University Full time

    Duties: The Administrative & Systems Associate plays a significant role working within the Department of Student Affairs for the Centre for Experiential Learning (CEL), reporting to the Director of the Centre for Experiential Learning & Student Engagement. The CEL is a team of professionals with expertise in experiential education and work-integrated...


  • Nanaimo, British Columbia, Canada Walmart Canada Full time

    What you'll do...NEVER A DULL MOMENT.So much goes in to running a massive, successful enterprise like Walmart—and with the ever-changing retail landscape, keeping our stores running means facing fresh challenges, every single day. Our Administrative Store Support associates take on those challenges, solve those problems, and pull off invaluable feats...


  • Nanaimo, British Columbia, Canada Walmart Canada Full time

    What you'll do...NEVER A DULL MOMENT.So much goes in to running a massive, successful enterprise like Walmart—and with the ever-changing retail landscape, keeping our stores running means facing fresh challenges, every single day. Our Administrative Store Support associates take on those challenges, solve those problems, and pull off invaluable feats...

  • HR Associate

    2 weeks ago


    Nanaimo, Canada City of Nanaimo Full time

    **HR Associate - Disability Management/OHS**: **Department**: Human Resources **Closing Date**: May 01, 2023 4:30 PM **Competition Number**: 23-44 **Job Summary**: The City of Nanaimo is seeking a permanent full-time HR Associate - Disability Management/OHS. Reporting to the Manager, Occupational Health and Safety, the HR Associate - Disability...


  • Nanaimo, Canada Vancouver Island University Full time

    **Administrative Generalist**: The Faculty of Health Sciences and Human Services includes the Departments of Child and Youth Care, Dental Assistant, Dental Hygiene, Early Childhood Education and Care, Health Care Assistant, Nursing, Practical Nursing, Social Work, Education Assistant and Community Support, and a Professional Development and Training...


  • Nanaimo, Canada Vancouver Island University Full time

    Duties: The Administrative & Systems Associate plays a significant role working within the Department of Student Affairs for the Centre for Experiential Learning (CEL), reporting to the Director of the Centre for Experiential Learning & Student Engagement. The CEL is a team of professionals with expertise in experiential education and work-integrated...


  • Nanaimo, Canada Vancouver Island University Full time

    Duties: The Administrative & Systems Associate plays a significant role working within the Department of Student Affairs for the Centre for Experiential Learning (CEL), reporting to the Director of the Centre for Experiential Learning & Student Engagement. The CEL is a team of professionals with expertise in experiential education and work-integrated...


  • Nanaimo, Canada Vancouver Island University Full time

    **Administrative Generalist**: The Faculty of Health Sciences and Human Services includes the Departments of Child and Youth Care, Dental Assistant, Dental Hygiene, Early Childhood Education and Care, Health Care Assistant, Nursing, Practical Nursing, Social Work, Education Assistant and Community Support, and a Professional Development and Training...


  • Nanaimo, Canada Vancouver Island University Full time

    **Administrative Assistant, International Recruitment**: - Employment Group - CUPE - Position Number - 00352 - Division - Department of International Education - Department - International Marketing and Recruitment - Campus - Nanaimo campus - Location - Nanaimo, British Columbia - Appointment Type - temporary full-time - Workload - 35 hours per week: Monday...


  • Nanaimo, Canada Vancouver Island University Full time

    **Program Assistant, Administrative Assistant to the Associate Dean**: - Employment Group - CUPE - Position Number - 01006 - Division - Faculty of Trades and Applied Technology - Department - Trades and Applied Technology Administration - Campus - Nanaimo campus - Location - Nanaimo, British Columbia - Country - Canada - Appointment Type - regular...


  • Nanaimo, Canada Vancouver Island University Full time

    **Associate Dean, Faculty of Trades & Applied Technology**: - Employment Group - ADMIN - Position Number - 00781 - Division - Faculty of Trades and Applied Technology - Department - Trades and Applied Technology Administration - Campus - Nanaimo campus - Location - Nanaimo, British Columbia - Country - Canada - Appointment Type - regular full-time - FTE -...


  • Nanaimo, Canada Mosaic Forest Management Corporation Full time

    **Explore A Career At Mosaic** Operating for over a century on Vancouver Island and coastal BC, Mosaic Forest Management is Canada’s largest private timberland producer. We take pride in our land base and have a long-term view of managing our trees and the eco-systems in which they grow. **The Opportunity** Mosaic is seeking an **Operations Administrator...


  • Nanaimo, Canada Tetra Tech Full time

    Discover your full potential. At Tetra Tech, we are collaborating with industry-leading experts for a sustainable future for our world. We combine consulting and engineering with advanced analytics and technology to solve the world’s most complex challenges. Our innovation hubs across the globe will enable you to share ideas and best practices while...

  • Associate Physician

    4 days ago


    Nanaimo, Canada Island Health Full time

    In accordance with the Vision, Purpose, Values, and strategic direction of the Vancouver Island Health Authority (Island Health), patient and staff safety is a priority and a responsibility shared by everyone; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Associate Physician in Neurology...


  • Nanaimo, Canada Becker Burrows & Associates Full time

    **About us** Becker Burrows & Associates is a growing private psychology practice in central Nanaimo. Our goal is to provide professional and approachable psychological services to the community. We are currently seeking a part-time office administrator/receptionist to join our growing psychology practice in Nanaimo. We are passionate about providing...

  • Associate Physician

    2 weeks ago


    Nanaimo, Canada Island Health Full time

    In accordance with the Vision, Purpose, and Values, and strategic direction of the Vancouver Island Health Authority (Island Health), patient and staff safety is a priority and a responsibility shared by everyone; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Associate Physician,...

  • Associate Physician

    2 weeks ago


    Nanaimo, Canada Island Health Full time

    In accordance with the Vision, Purpose, and Values, and strategic direction of the Vancouver Island Health Authority (Island Health), patient and staff safety is a priority and a responsibility shared by everyone; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Associate Physician,...