City : Kirkland, QC, CA, H9H3B7

Category : Secretaries and Administrative Assistants

Industry : Finance

Employer : Scotiabank

Requisition ID: 184228

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

The Investment Specialist Administrative Assistant (ISAA) will be responsible for working with an Investment Specialist(s) in support of their development of new wealth management business relationships in target markets.

In support of investment sales and client acquisition, the ISAA will be responsible for the required documentation and communication processes, ensuring timely support to the assigned Investment Specialist(s) and their respective customers.

The ISAA will be a critical resource in supporting the growth and servicing of the Investment Specialist’s client base.

Key Job Accountabilities

1. Operations

Preparing and maintaining new and existing customer files in Salesforce
Preparing and sending transfer documents to Investment Support team, and following up as needed/appropriate
Record Keeping for new accounts and account activities using Salesforce 8
Completing ‘on behalf of’ transactions, trades and account opening
Following up with clients for missing documentation, transfers or information
Expense administration
Estate administration
Sending all required documentation and communication to SSI Compliance, including documentation on:
Account openings & account maintenance
Fund purchases/switches/redemptions
Following up on any compliance deficiencies
Following up on Customer Pulse surveys-Prepare the IS for the call.
2. Customer

Preparing mailing lists and sending customer correspondence
Answering basic customer inquiries
Scheduling and rescheduling appointments in support of the Investment Specialist as required
Confirming appointments
Preparing for and following up with clients meetings including documents as required ie statements, CPP etc.
Anchoring segmented clients (ie birthday cards to A/B clients)
Book annual reviews and appts as required
Contact existing clients as required

3. Results

Use tools (Salesforce, PMT) to identify off-us investment opportunities
Work with in-house marketing team to develop adverts and new material aimed at acquiring new to bank customers
Taking lead on organizing client events-Marketing
Pre-filling Blueprint and Morningstar for client meetings-NO SHARING OF PASSWORDS-DATA INPUT ONLY
Identification of opportunity (ie statements, small business)

4. People

Complete weekly email to branch manager
Complete bi-weekly/monthly branch manager Business Development Meeting template
Post Workplace stories
Participate in Team calls, ITBs as required. IS may be present as required.
Partnerships-best practice is to schedule assigned days
Responsible for introduction to Customers
 

5.  Other duties as required.

Skills, Experiences, and Functional Competencies

Detail oriented-strong organizational
Ability to simple problems
Strong communication – both written and verbal
Motivated to grow within the industry
Entrepreneurial mindset
Creative
Experience working in an investment sales/financial planning environment would be considered an asset

Must be bilingual spoken and written in French and English
 

 Education and Other Requirements

Post-secondary education in Business or related field would be an asset
Mutual Fund License
 

Training

IS Onboarding program
PEGA/Compliance
Medalia
IP system to do the admin job
MFR accountabiliites-ie limits, reguations, timeframes.
Blueprint
Morningstar
Salesforce
Sales Builder
Estore/Marketing/Mailing packages
Client Experience Model
Advisor Playbook (Segmentation, Anchoring, etc)
 

External Posting Description    
External Posting Description
Purpose of Job

The Investment Specialist Administrator (ISA) will be responsible for working with an Investment Specialist(s) in support of their development of new wealth management business relationships in target markets.

In support of investment sales and client acquisition, the ISA will be responsible for the required documentation and communication processes, ensuring timely support to the assigned Investment Specialist(s) and their respective customers.

The ISA will be a critical resource in supporting the growth and servicing of the Investment Specialist’s client base.

Key Job Accountabilities

1. Operations

Preparing and maintaining new and existing customer files in Salesforce
Preparing and sending transfer documents to Investment Support team, and following up as needed/appropriate
Record Keeping for new accounts and account activities using Salesforce 8
Completing ‘on behalf of’ transactions, trades and account opening
Following up with clients for missing documentation, transfers or information
Expense administration
Estate administration
Sending all required documentation and communication to SSI Compliance, including documentation on:
Account openings & account maintenance
Fund purchases/switches/redemptions
Following up on any compliance deficiencies
Following up on Customer Pulse surveys-Prepare the IS for the call.
2. Customer

Preparing mailing lists and sending customer correspondence
Answering basic customer inquiries
Scheduling and rescheduling appointments in support of the Investment Specialist as required
Confirming appointments
Preparing for and following up with clients meetings including documents as required ie statements, CPP etc.
Anchoring segmented clients (ie birthday cards to A/B clients)
Book annual reviews and appts as required
Contact existing clients as required
3. Results

Use tools (Salesforce, PMT) to identify off-us investment opportunities
Work with in-house marketing team to develop adverts and new material aimed at acquiring new to bank customers
Taking lead on organizing client events-Marketing
Pre-filling Blueprint and Morningstar for client meetings-NO SHARING OF PASSWORDS-DATA INPUT ONLY
Identification of opportunity (ie statements, small business)
4. People

Complete weekly email to branch manager
Complete bi-weekly/monthly branch manager Business Development Meeting template
Post Workplace stories
Participate in Team calls, ITBs as required. IS may be present as required.
Partnerships-best practice is to schedule assigned days
Responsible for introduction to Customers
 

5.  Other duties as required.

Skills, Experiences, and Functional Competencies

Detail oriented-strong organizational
Ability to simple problems
Strong communication – both written and verbal
Motivated to grow within the industry
Entrepreneurial mindset
Creative
Experience working in an investment sales/financial planning environment would be considered an asset
Second language an asset but not required
 

 Education and Other Requirements

Post-secondary education in Business or related field would be an asset
Mutual Fund License
 

Training

IS Onboarding program
PEGA/Compliance
Medalia
IP system to do the admin job
MFR accountabiliites-ie limits, reguations, timeframes.
Blueprint
Morningstar
Salesforce
Sales Builder
Estore/Marketing/Mailing packages
Client Experience Model
Advisor Playbook (Segmentation, Anchoring, etc)

Location(s):  Canada : Quebec : Kirkland 

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.  

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.