All jobs within 50 km around Nepean in Administrative Jobs

As a Regional Administrative Specialist, you will be responsible for providing administrative and operational support to Financial Consultants and Portfolio Managers.

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

• Process documentation requests and input transaction requests as directed by Financial Consultants
• Partner with Financial Consultants and Portfolio Managers in booking client meetings
• Respond effectively to all inquiries from current and prospective clients concerning MD products and services
• Respond to last minute requests from Financial Consultants during client meetings
• Maintain a follow-up system for inquiries, complaints, and problem resolution, ensuring that established MD service standards are being met in a timely manner
• Provide support and participate in the research and resolution of client issues
• Complete file preparation for Financial Consultants and Portfolio Managers in advance of client meetings
• Prepare and process new account documentation as required 
• Update the database for all client contact, ensuring that all client information & notes are recorded correctly
• Maintain monthly compliance related tasks as required
• Liaise with accountants and third parties as required
• Prepare business correspondence to clients and third parties
• Participate in projects as required
• Provide reception coverage and general office duties

The Must Haves:

• Community college diploma in Business Administration or equivalent
• 2 years’ experience in an administrative or clerical position, preferably within the financial services industry
• Proficiency in the use of Microsoft Windows and its applications including Excel, Word, PowerPoint, and MS Outlook
• Working knowledge of CRM2 
• Canadian Securities Course (CSC) & Conduct and Practice Handbook (CPH) are considered assets

Do you have the skills that will enable you to succeed in this role? – We’d love to work with you if you have:

• A dedication to client service
• Strong organizational skills
• Strong attention to detail and follow-through skills
• Excellent verbal and written communication skills
• Initiative and are resourceful
• An ability to work independently or effectively within a team
• An ability to manage multiple priorities in a fast- paced environment
• An ability to effectively manage change
• A focus on achieving results

Application Close: 15/05/2024

WHAT YOU NEED TO KNOW

• Language Requirement: English oral, reading, writing       
• Police Record Check: The successful candidate will be required to complete a Criminal Records and Judicial Matters Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction.; Police record checks completed by a third-party company will not be accepted.  
• You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

As an Account Administration Officer, you will be responsible for providing administrative support to the MD Private Investment Counsel and MD Management Ltd lines of business.

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

• Be responsible for the administration of client accounts including account openings, account maintenance and account funding 
• Facilitate transfer requests, resolve transfer inquiries, and follow up on initiated transfers

Do you have the skills that will enable you to succeed in this role? – We’d love to work with you if you have:

• University degree or College diploma, preferably with a financial background
• 2 years’ experience in an administrative or clerical position, preferably within the financial services industry
• Working knowledge of CRM2 
• Completion of the Canadian Securities Course is an asset
• Bilingualism (French/English) is an asset
• A dedication to client service
• Strong organizational skills
• Strong attention to detail and follow-through skills
• Excellent verbal and written communication skills
• Demonstrated pro-activity, initiative, and resourcefulness
• Ability to work independently or effectively within a team
• Ability to manage multiple priorities in a fast- paced environment
• Ability to effectively manage change
• Results-oriented  
• Sound capacity to assess, develop and monitor complex business processes

MD Financial Management, a division of Scotia Wealth Management, has an exciting opportunity for a talented, enthusiastic, and client-focused Centralized Administrative Assistant to join our team in Ottawa, ON
As a Centralized Administrative Assistant, you will contribute to the overall success of the Centralized Administrative Support Team (CAST), MD Operations in Ottawa, 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. 

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

• Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge. 
• Pre-fill and prepare New Account Application Forms including supporting documentation. (Investment Policy Statements, Investment Counselling Agreements, Family Pricing Agreements, RC518, RC519, W-8Ben Forms, etc.) in support of MD Private Investment Council line of business.
• Prepare documents for e-signature and distribution to clients.
• Review accuracy of completed and returned documentation.
• Maintain compliance related tasks as required i.e.) follow up on non-complaint paperwork. 
• Update client databases, as required, to ensure maintenance of accurate client information.
• Participate in projects and support other operational teams, as required.
• Maintain productivity and accuracy standards.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
• Actively pursue effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.  
• Champion a high performance environment and contributes to an inclusive work environment. 
• Occasional overtime (including weekends) may be required during peak business season and as required. Standard business hours are from 8am – 5pm EST.

The Must Haves:

• University degree, College diploma, or equivalent relevant experience in a related field;
• 2 years’ experience in office administration; preferably in a related field;
• Experience with .pdf editing software (Adobe, Nitro) is an asset.
• Experience with electronic signature software is an asset.
• Experience with customer relationship management software is an asset.
• Bilingualism (French/English) is required

Do you have the skills that will enable you to succeed in this role? – We’d love to work with you if you have:

• The ability to work effectively with others to achieve optimal outcomes;
• Demonstrated initiative, resourcefulness and flexibility;
• Sound capacity to assess, develop and monitor complex business processes.

WHAT YOU NEED TO KNOW 

• Police Record Check: The successful candidate will be required to complete a Vulnerable Sector Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction.; Police record checks completed by a third-party company will not be accepted.  
• You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

Location: Bob MacQuarrie, 1490 Youville, Routhier Community Centre, 172 Guigues Ave

Application Close: 19/04/2024

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted. 

Successful applicants meeting the employer’s qualification standard will be placed on an eligibility list. This list will be used to staff current and ongoing requirements for up to one year from the closing date of this competition.

WHAT YOU NEED TO KNOW

• Language Requirement: English oral, reading, writing       
• Police Record Check: The successful candidate will be required to complete a Criminal Records and Judicial Matters Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction.; Police record checks completed by a third-party company will not be accepted.  
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

The Project Administrator is responsible for project administration activities including but not limited to maintaining project documentations, completing project set up, financial and administration close out requirements.

KEY DUTIES & RESPONSIBILITIES

Project Set Up

• Inputs project information into databases and completes project set up process

Project Tracking and Documentation

• Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
• Monitors project progress and timelines and prepares status reports to assist with timely project delivery.

Project Financial Administration

• Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.
• Executes the purchase order process.
• Reconciles purchase orders to invoices to ensure accuracy.

Project Reporting

• Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
• Reviews and communicates risks to Project Managers.

Project Close Out Administration

• Executes project close out requirements.
• Gathers and ensures receipt and sign-off of all project documentations.  Files project documentations.
• Ensures receipt of all invoices.  Follows up with vendors where required.  Reconciles purchases to invoices to ensure accuracy and ensures all invoices are paid.
• Reviews and reconciles actual project expenses against cost estimates.
• Other duties as assigned.

KNOWLEDGE AND SKILLS

• Community college diploma
• 1 to 3 years of project administration or administrative work experience
• Strong administrative and organizational skills
• Ability to provide project administration support
• Ability to maintain  accurate data
• Strong attention to detail and data accuracy
• Ability to extract and compile data into reports
• Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up
• Computer proficiency in MS Office applications in particular – MS Project, MS Excel, MS Outlook, along with ability to quickly learn new applications

Licenses and/or Professional Accreditation

• Demonstrates an interest in pursuing Project Management Institute Accreditation

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

• Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge. 
• Pre-fill and prepare New Account Application Forms including supporting documentation. (Investment Policy Statements, Investment Counselling Agreements, Family Pricing Agreements, RC518, RC519, W-8Ben Forms, etc.) in support of MD Private Investment Council line of business.
• Prepare documents for e-signature and distribution to clients.
• Review accuracy of completed and returned documentation.
• Maintain compliance related tasks as required i.e.) follow up on non-complaint paperwork. 
• Update client databases, as required, to ensure maintenance of accurate client information.
• Participate in projects and support other operational teams, as required.
• Maintain productivity and accuracy standards.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
• Actively pursue effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.  
• Champion a high performance environment and contributes to an inclusive work environment. 
• Occasional overtime (including weekends) may be required during peak business season and as required. Standard business hours are from 8am – 5pm EST.

The Must Haves:

• University degree, College diploma, or equivalent relevant experience in a related field;
• 2 years’ experience in office administration; preferably in a related field;
• Experience with .pdf editing software (Adobe, Nitro) is an asset.
• Experience with electronic signature software is an asset.
• Experience with customer relationship management software is an asset.
• Bilingualism (French/English) is required

Do you have the skills that will enable you to succeed in this role? – We’d love to work with you if you have:

• The ability to work effectively with others to achieve optimal outcomes;
• Demonstrated initiative, resourcefulness and flexibility;
• Sound capacity to assess, develop and monitor complex business processes.

Under the general direction of the Assistant Manager, Executive Services and Protocol, the Service Assistant will provide friendly, high quality hospitality service supporting meetings, events, workshops, seminars, visitor programs, working closely, and collaborating with Executive Services team members. The Service Assistant is responsible for some administrative duties related to the role. Takes orders for and serves (where applicable, prepares) food and beverages to guests in a friendly, timely, and efficient manner.

More specifically you will:

• Be responsible for the coordination and delivery of food and beverage requirements, meeting the highest standards of the trade, using discretion, tact, and diplomacy during all functions.
• Be required to have a solid knowledge of industry standards and requirements, to ensure proper room and table set up meets the need of the event; also, responsible to assist with tear down.
• Help prepare kitchen schedule under defined deadline, update database entries relating to dietary restrictions, may be called upon to assist with greeting or directing guests.
• Contribute to the establishment of work procedures, schedules, quality checks to ensure that standards are met.
• Provide training and direction to junior colleagues and self-direct own training.
• Have a clear understanding of all related health and safety regulations.
• Meet assigned deadlines by being forward-thinking and using time management skills.
• Assist with receiving supply orders delivered by internal and external suppliers and may be called upon to escort suppliers.
• Maintain a respectful, collaborative, and collegial work environment and may be called upon to assist in other duties.

What you need to succeed
The successful candidate will require excellent communication skills, both written and oral, and strong people skills with individuals at all working levels. In this role, you will need to inspire confidence by taking accountability for what needs to get done, working with minimal direction, showing initiative and being flexible while taking on multiple priorities under tight deadlines. The ability to think ahead, prioritize, and organize work effectively, research and process information and logically assess implications is also key.

You will be required to maintain high level client service, provide special attention to quality and details even as priorities change, and urgencies arise. In this role, you will work both independently and in a team environment where mutual support is essential. You will also need to respect the confidentiality of the information that you will be privy to and exercise sound judgment while having the ability to understand the Bank’s mandate and internal workings.
 
Nice-to-have:

• working knowledge of SharePoint
• sound knowledge of the Bank’s organizational structure
• experience with Five Diamond service

Your education and experience
High School Diploma or post-secondary education in a hospitality program with a minimum of 5 years of progressively responsible experience working in the hospitality industry.

In addition:

• valid Food Handlers Certificate, Firs Aid, WHIMS, and Smart Serve Certificate and be prepared to re-certify as required
• knowledge of hospitality best practices and protocol
• ability to work flexible hours and do overtime as required.
• ability to bend, stand/sit for prolonged periods of time and to lift items that weigh up to 10 kg.
• proficient user of Word, Outlook, Excel

What you need to know

• Language requirement: English and French essential (bilingual) with a minimum starting level of functional (level 4) in second official language. Training may be provided to help reach the required level of fully functional (level 5) in second official language.
• Priority will be given to Canadian citizens and permanent residents
• Security level required: Be eligible to obtain Reliability 
• There will be no relocation assistance provided
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

What you can expect from us
This is a great opportunity to join a leading organization and be part of a high-performing team. We offer a competitive compensation and benefits package designed to meet your needs at every stage of your life and career. For more information on key benefits please visit A great deal to consider. 

• Salaries are based on qualifications and experience and typically range from $50,680 to $56,310 (job grade 10)
• Depending on performance, you may be eligible for performance pay. The first tier of performance pay is for successfully meeting expectation, at  3 to 5% of your base salary. The Bank offers performance pay for those who exceed expectations (7% of your base salary).. Exceptional performers who far exceed expectations may be eligible for higher performance pay.
• Flexible and comprehensive benefits so you can choose the level of health and dental coverage that meets your needs
• Extra vacation days (up to five each year) that you can purchase to add to your vacation entitlement
• Option to join the indexed, defined-benefit pension plan after 24 consecutive months of service #L

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 Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience
   

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

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• 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 an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
 
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
• supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
• responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

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

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• 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

#LI-Onsite #LI-HA1