ScotiaMcLeod Administrative Support Assistant

  • Scotiabank
  • Vancouver, BC, Canada
  • Jan 29, 2018
Full time Customer Service Administration

Job Description

*** This is a full-time  1 year contract position.*** 

The Administrative Support Assistant role is to provide administrative support to one or more Advisors, and their teams.

KEY ACCOUNTABILITIES

Ensure a high level of non-trade client service by:

• Acting as receptionist by answering phones and greeting clients

• Arranging client meetings including venues, preparing printed materials and handling schedule changes

• Assisting with Advisor seminars by booking venues, scheduling guests, greeting clients, arranging for refreshments etc.

• Following up on client meetings and entering notes in contact management system

• Processing client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting

• Responding to client inquiries and issues in a timely, responsive manner and escalating to Advisor when appropriate

Provide administrative support by:

• Processing client account documentation

• Assisting in writing and processing clients’/prospects letters and proposals

• Ordering marketing materials

• Maintaining client files and information on the appropriate systems

• Opening new accounts and processing new account documentation

• Processing account transfer documentation and follow up to ensure receipt

• Following up on outstanding documentation for restricted accounts

• Ensuring all client interaction is accurately documented

• Gathering deferred sales charge (DSC) information

• Ensuring adherence of all regulatory rules as it relates to client accounts and related documentation

• Following up with clients on missing documentation required as per the industry regulatory requirements

QUALIFICATIONS

• 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, Powerpoint

EDUCATIONAL REQUIREMENTS

• Secondary education

OTHER INFORMATION

• The branch is a fast paced often high stress environment often with conflicting demands.