Investment Specialist, Administrative Assistant - National

Requisition ID: 190790
Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

Purpose

Contributes to the overall success of the Mobile Advice Team (MAT) in Canada ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team's business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.

The Investment Specialist, Administrative Assistant is primarily responsible for working with Investment Specialists to support the development of new wealth management business acquisitions and relationships in target markets. Within this partnership model, the incumbent is an essential resource in the successful execution of day-to-day operational activities including, providing timely support, and delivering exceptional client experiences. In addition to enabling the growth and servicing of the Investment Specialists client-base, the incumbent is responsible to support and contribute to a national Administration team.

Accountabilities

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge

• Support operational excellence through the execution of day-to-day activities, such as:
  • Create, prepare, and maintain new and existing client records within the Customer Relationship Management tool (Salesforce), including the consistent application of the 'Salesforce 8' framework
  • Complete 'on behalf of' transactions, such as:
    • Mutual Fund purchases
    • Mutual Fund switches/redemptions
    • AWD's/PAC's
  • Create, prepare, and submit accurate documentations, and follow-up when needed, such as:
    • Transfers
    • Adjustments/Unlocking
    • Mutual Fund purchases
    • Mutual Fund switches/redemptions
    • Estate administration
    • Expense management
  • Proactively monitor and address in a timely manner, such as:
    • Compliance deficiencies
    • Customer Pulse surveys
  • ​​​​​​​Complete accurate data entry activities, such as:
    • Morningstar Advisor Workstation (research and analytics tool)
    • BluePrint (financial planning tool)
  • Create, maintain, and monitor reports/dashboards to support Investment Specialists in building their book of business

• Influence a service excellence culture through the delivery of exceptional client experiences, such as:
  • Take ownership of client communication (includes proactive/reactive outreach) by diligently preparing, organizing, and ensuring timely delivery of client correspondence, and maintaining accurate client records:
    • Coordinate and manage client appointments by scheduling, confirming, and rescheduling as needed, including annual reviews, discovery meetings, and other relevant appointments
    • Attend client meetings, take notes, and schedule follow-up appointments
    • Prepare, respond and follow-up on client meetings (e.g., retrieve documents as required such as statements, CPP, etc.)
    • Process anchoring segmented clients through techniques (e.g., sending birthday cards, gifts, etc.)
    • Plan, coordinate and execute marketing activities and client events
    • Triage client complaints within the Enterprise Complaint Management System (ECMS)

• Be a Trusted Business Partner; build cross-functional partnerships to optimize business outcomes, such as:
  • Develop and/or strengthen Branch partnerships by:
    • Completing the weekly Branch Manager email
    • Completing the bi-weekly/monthly Branch Manager Business Development Meeting template
    • Triaging Branch activities
  • Develop and/or strengthen Marketing partnerships by:
    • Creating and implementing pre-defined marketing acquisition strategies and events

• Foster collaboration, and contribute to a thriving national team environment, such as:
  • Participate in territory, regional and national tasks/activities/events
  • Facilitate a team culture of open and honest communication
  • Encourage the generation of new ideas and approaches
  • Actively share knowledge and experience to enhance the development of all team members
  • Actively participate and contribute to coaching sessions, touchpoints and team meetings
  • Develop and execute a meaningful employee development plan, and continuously seek development opportunities

• Understand how the Bank's risk appetite and risk culture should be considered in day-to-day activities and decisions

• Actively pursues effective and efficient operations of his/her respective areas, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational risk, regulatory compliance risk, AML/ATF risk and conduct risk, including but not limited to responsibilities under the Operational Risk Management Framework, Regulatory Compliance Risk Management Framework, AML/ATF Global Handbook and the Guidelines for Business Conduct

• Champions a high-performance environment and contributes to an inclusive work environment

Dimensions of the role:

• Ability to work in a faced-paced dynamic and flexible environment along with multiple partners and stakeholders to achieve shared objectives across different time zones
• Self-motivated and disciplined with solid organizational and effective task prioritization skills
• Strong processing and inputting skills coupled with a high attention to detail and follow-through capabilities
• Outstanding interpersonal, communication and listening skills (empathetic skills)
• Ability to build rapport, establish trust and communicate effectively
• Excellent team player with the ability to work independently
• Possess a growth mindset, which involves having the desire to continuously develop skills, knowledge and experiences through active learning and curiosity
• Working knowledge of the various sales tools and technology platforms (e.g., Salesforce, IntraLink, IP, Blueprint, Morningstar, etc.) is an asset
• Bilingual in English and French is an asset

Education

• Solid understanding of the investment sales process, gained through experience in financial planning/sales role, and familiarity with the interrelationships among people, products, processes, and technology
• Post-secondary degree in business or a related field, or equivalent working experience
• Mutual Fund License

Scotiabank is an equal opportunity employer and welcomes applications from all interested parties. We thank you for your interest however, only those candidates selected for an interview will be contacted.

Location(s): Canada : British Columbia : Vancouver || Canada : Alberta : Calgary || Canada : Ontario : Toronto || Canada : Quebec : Montreal
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.