Scotiamcleod Administrative Associate

Requisition ID: 244244

ScotiaMcLeod, a cornerstone of Scotia Wealth Management®, is a full-service wealth management firm with a proud history dating back to 1921. Known for service excellence, trusted advice, and a collaborative culture, we’re committed to helping clients grow and protect their wealth by understanding their complete financial picture—life, family, business, and future.

Our signature **Enriched Thinking**® approach brings together investment, wealth planning, and advisory specialists to deliver truly personalized solutions. You’ll be supported by an innovative, team-based environment that values integrity, client focus, and continuous growth.

At ScotiaMcLeod, you’re not just building a career—you’re joining a firm where ideas spark, collaboration thrives, and you’re empowered to reach your full potential while making a real impact in your clients' lives.

**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.**

**IS THIS ROLE RIGHT FOR YOU**

**In the role you will**:
**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

**DO YOU HAVE THE SKILLS**

**We would love to work with you if you have**:

- Excellent written and verbal communication skills
- Strong organizational skills
- Ability to take initiative and work independently
- Ability to meet deadlines
- Knowledge of Microsoft systems: Word, Excel and PowerPoint
- Secondary education

**Working Conditions**

- The role operates within a standard office environment.
- The branch is a fast paced often high stress environment often with conflicting demands.
- Seminars and client/prospect events are often held in the evening which can require a longer than usual working day.

**Education and Accreditation**

- All applicable education, examination, and training requirements for licensing and confirmed registration as an Investment Representative with the Canadian Investment Regulato