All jobs within 100 km around Oakville in Administrative Jobs

As an Administrative Support Assistant, you will be responsible for providing administrative support to one or more Advisors and their teams.  
  
IS THIS ROLE RIGHT FOR YOU
In the role you will:

• Be responsible for onboarding new client relationships through digital account opening and documentation administration 
• Process client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
• Respond to client inquiries and issues in a timely manner and escalating , as required

DO YOU HAVE THE SKILLS
We would love to work with you if you have:

• Experience in the securities industry
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills
•  

WHAT’S IN IT FOR YOU

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills

As an Administrative Support Assistant, your role is to provide administrative support to one or more Advisors and their teams

Is this role right for you? In this role you will:

1. 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

2. 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

3. 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'd 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

What's in it for you

At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.

• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills

05/02/2024

Address:

360 Oakville Place Drive

Wealth Sales & Service

Supports the branch and/or region in achieving business objectives by providing effective operational support and management of sales compliance and regulatory requirements.

• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Organizes and files records of office activities and business transactions.
• Administers a filing system to ensure the availability of reports, forms, and other documentation.
• Creates, maintains, and enters information into databases.
• Assists with the coordination and processing of work orders for equipment warranties, maintenance, and repairs (e.g. documents, tracks, and communicates maintenance requests to appropriate areas for execution).
• Maintains office supplies inventory and orders.
• Schedules meetings and coordinates meeting facilities and set-up.
• Liaises with internal and external partners to coordinate changes to premises (e.g. relocations, office planning) with minimal interruptions to business operations.
• Identifies and escalates all irregularities and discrepancies to management.
• Performs various operational activities to meet business objectives, client needs, and maintain overall service levels.
• Provides administrative/operational support including financial and transactional processing and reporting, account processing and documentation, compliance processing, and other related activities; ensures proper documentation and administration of decisions.
• Meets high quality service standards to maximize relationship retention and growth.
• Identifies and escalates all irregularities and discrepancies to management and compliance as per guidelines.
• Follows through on risk and compliance processes and policies to ensure we safeguard our customers’ assets, maintain their privacy, act in their best interests, and ensure an effectively run function.
• Protects the Bank's assets and complies with all regulatory, legal and ethical requirements.
• Completes standardized tasks under supervision.
• Performs initial problem solving within given rules/limits & escalates when required.
• Broader work or accountabilities may be assigned as needed.

Qualifications:

• Post-secondary degree in related field of study desirable.
• Basic knowledge learned on the job.
• Verbal & written communication skills - Basic (in business environment).
• Organization skills - Basic (in business environment).
• Collaboration & team skills - Basic (in business environment).

$31,600.00 - $41,100.00

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.

BRIEF INTRODUCTION

As an Administrative Support Assistant, you will be responsible for providing administrative support to one or more Advisors and their teams.  
  

IS THIS ROLE RIGHT FOR YOU
In the role you will:

• Be responsible for onboarding new client relationships through digital account opening and documentation administration 
• Process client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
• Respond to client inquiries and issues in a timely manner and escalating , as required

DO YOU HAVE THE SKILLS
We would love to work with you if you have:

• Experience in the securities industry
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

WHATS IN IT FOR YOU

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills

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.

BRIEF INTRODUCTION

As an Administrative Support Assistant, you will be responsible for providing administrative support to one or more Advisors and their teams.  
  

IS THIS ROLE RIGHT FOR YOU
In the role you will:

• Be responsible for onboarding new client relationships through digital account opening and documentation administration 
• Process client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
• Respond to client inquiries and issues in a timely manner and escalating , as required

DO YOU HAVE THE SKILLS
We would love to work with you if you have:

• Experience in the securities industry
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

WHATS IN IT FOR YOU

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills

This position performs advanced administrative responsibilities including preparation and analysis of more complex reports, compilation of information from various sources, handling small scale projects, and analysis using various software packages. This position performs general office duties including managing a general mailbox, word processing, data entry, auditing documents, answering phones, coordinating meetings and other duties as assigned.

The successful candidate should be motivated, self-started, and able to learn and adapt to new systems and processes quickly. Maintaining timelines and balancing multiple ongoing projects effectively is a must. Attention to detail is also required to ensure reporting and system maintenance as accurate.

Role is On-Site

Hours: 8:30 AM to 5:00 PM (M-F)

Qualifications:

High School Diploma/GED

Excellent written/verbal communication skills

Strong analytical, problem solving, basic research, attention to detail, and time management skills

Proficiency in Microsoft Excel and Outlook

UPS is a diverse and equal opportunity employer.  Accommodations are available, on request, for candidates with disabilities taking part in the recruitment process.  If you are selected to participate in the recruitment process, please advise if you require accommodation for a disability.

Overview

Overview

Overview

With the retirement of the current Executive Assistant, an exciting opportunity has opened to play a pivotal role in supporting the Senior Vice President of People, and the Senior HR Leadership Team. The Executive Assistant, Human Resources is integral to the success of the HR function, ensuring seamless execution of daily operations, managing priorities, and enhancing efficiency through expert schedule management and discretion in handling sensitive information. Acting as a trusted partner, this role anticipates needs, coordinates priorities, and fosters collaboration, making a meaningful impact on the team’s overall success

Any MLF team member interested in being considered for this role are encouraged to apply online by February 07. Applications received beyond that date are not guaranteed consideration.

Key Responsibilities:

Strategic Support:

• Provide day-to-day executive support to the SVP, HR, and the Senior HR Leadership Team, including attending to operational and strategic needs.
• Act as a trusted partner to the SVP, enabling them to focus on strategic priorities by managing critical tasks and deadlines.
• Prepare and refine high-quality PowerPoint presentations and materials for internal and external audiences, including the Board of Directors and the Senior Leadership Team.

Meeting and Calendar Management:

• Manage a complex calendar by arranging meetings, resolving scheduling conflicts, and proactively planning for upcoming commitments.
• Coordinate meeting logistics, prepare agendas, take minutes, and track follow-up actions to ensure accountability and progress.

Confidentiality and Information Management:

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Manage correspondence by reading, researching, and routing inquiries, drafting communications, and ensuring timely responses.

Operational and Travel Coordination:

• Organize travel arrangements, including flights, accommodations, and detailed itineraries, ensuring seamless logistics for domestic and international trips.
• Liaise with internal and external stakeholders to build and maintain positive, mutually beneficial relationships.

Administrative Excellence:

• Streamline administrative processes to enhance efficiency across the SVP’s office and the HR function.
• Anticipate and address the needs of the SVP and team, ensuring seamless daily operations.

What You’ll Bring:

• Education: Post-secondary education in Business Administration or a related field is preferred.
• Experience:
  • Proven success and experience providing high-level administrative support to senior executives.
  • Previous experience and a desire to work within a fast paced and global enterprise organization
• Technical Skills:
  • Advanced proficiency in Microsoft Office Suite, particularly PowerPoint, Word, and Excel.
  • Strong aptitude for creating impactful, professional presentations.
• Communication Skills: Exceptional written and verbal communication skills, with the ability to convey information concisely and effectively.
• Organizational Excellence: Outstanding organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously.
• Discretion and Integrity: Demonstrated ability to handle sensitive and confidential information with professionalism.
• Collaboration: Strong interpersonal skills with the ability to build relationships across all levels of the organization.
• Problem-Solving: Proactive and resourceful, with the ability to anticipate needs and resolve challenges effectively.
• Values Champion: Commitment to upholding Maple Leaf Foods’ Leadership Edge values in all interactions and responsibilities.

What We Offer at Maple Leaf Foods:

• Being part of a high-performance, people-focused company that has an inspiring and unique vision to become the most sustainable protein company on earth, and a deep commitment to sustainable protein across North America.
• An inclusive company culture and a work environment that keeps our people safe, rewards excellence, and empowers everyone to learn and contribute their best.
• A hybrid work model that embraces remote work for eligible roles, helping team members achieve work-life balance—combining the best of both spending time working remotely, benefitting from focus time, and purposeful collaboration in the office setting. 
• Competitive Health and Wellness benefits that offer flexibility to meet your individual or family needs, including programs focused on improving mental health and wellbeing. These benefits start on your first day of employment.
• Defined Contribution Pension Plan with company matching that starts on your first day of employment.
• Learning and development opportunities, including workshops, ‘speaker series’ events, and resources that allow you to develop your skills and progress your career.
• Comprehensive tuition reimbursement program that supports continuous learning and development of our team members through investment in eligible degrees, diplomas, professional certification, or trades programs.
• Supporting our deep commitment to community impact, we offer up to two paid days annually to volunteer at a cause of your choice.