Scotiamcleod Administrative Associate

Requisition ID: 151564

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets.

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

Purpose of Job: The Administrative Associate’s primary focus is to assist an Advisor in the day to day trading and the administration of their business. The Administrative Associate may support more than one Advisor who may have different types of business

Major Accountabilities:
1. Ensure a high level of client service by:

- Supporting advisor in the regular review of clients portfolios to identify client needs for Team of Experts services
- 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

2. 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

3. Provide marketing assistance to the Advisor by:

- Identifying opportunities to gather additional assets and/or increase revenue within the existing
- client base (i.e. referrals, consolidation of assets, insurance, etc )
- Developing, distributing and maintaining marketing materials
- Organizing client events, including lunch & learns, seminars, client appreciation
- Maintaining or co-ordinating electronic marketing
- Managing the approval process for all marketing and mass communication

4. Supporting the growth of the Advisor by:

- Reviewing and reducing all restricted accounts
- Managing the Bank referral process
- Assisting in idea generation
- Reviewing the daily commission reports and follow up on unpaid commissions
- Tracking the Growth Bonus payments and follow up
- Preparing, analyzing, and presenting reports and recommendations, financial plans/concepts,
- insurance, annual trading summary etc. to the Advisor for review
- Providing recommendations for improvement to business processes, additional value to clients, and utilization of our Team of Experts

5. Contribute to the effective functioning of the branch team by:

- Building effective working relationships across the team and with various business line and corporate function contacts
- 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

Education/Work Experience/Designations
- Excellent written and verbal communication skills
- Strong organizational skills
- Ability to take initiative and work independently
- Ability to meet deadlines
- Understanding of industry and firm compliance regulations
- Ability to take direction from advisor(s) on client trading activity

EDUCATION AND ACCREDITATIONS
- Canadian Securities Course (CSC)
- Conduct and Practices Handbook (CPH)
- Investment Representative Training (IRT)
- Post Secondary

Dimensions:

- The Administrative Associate is expected to take the initiative and work independently on all administrative tasks.
- Takes direction from advisor(s) on client trading activity

Working Conditions:

- The role operates within a standard office environment.
- The branch is a fast paced often high stress environment often with conflicting d