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Overview

Overview

Overview

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

Overview

Overview

Overview

• Job ID: 56101
• Job Category: Administrative
• Division & Section: People & Equity, Employee Relations
• Work Location: Metro Hall, 55 John Street, Toronto, M5V3C6.
• Job Type & Duration: Permanent, Full-time Vacancy 
• Salary: $73,495.00 -$96,567.00, TX0002, Wage Grade 5.0.
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 15-May-2025 to 29-May-2025
•  

Are you a detail-oriented and organized individual who excels in a dynamic environment? If so, we invite you to explore this exceptional full-time, permanent opportunity within the People & Equity Division, Employee Relations. We are currently seeking an Administrative Assistant 1. The ideal candidate will be proactive, adaptable, with the ability to shape this new role and bring fresh insight to the office of the Executive Director, Employee Relations.

You will work in a senior-management environment, providing essential administrative support to the Executive Director, Employee Relations. Your executive-level administrative skills will be relied upon to provide top quality support to senior leadership in a fast-paced and complex municipal government setting. Your responsibilities as an Administrative Assistant 1 will focus on creating new processes for managing the Executive Director’s office, Council/Committee agenda management and protocol, as well as the management of correspondence and briefing materials. Your excellent communication skills, combined with your customer service focus, judgement, diplomacy and tact, will ensure you are a valued member of the team that is responsible for the provision of centralized administrative support to the operations of the Employee Relations section with the People & Equity Division. 

By joining our team, you will work in the culture that emphasizes continuous learning and collaboration and champions equity, diversity, and respectful workplaces.

This is a hybrid role with flexible in-office days, requiring, on average, a minimum of three (3) days per week in-office (subject to change).

 

Major Responsibilities:

• Provides senior level administrative support to the Executive Director. Reviews and directs incoming correspondence, phone calls, and initiates responses/follow-ups.
• Manages and schedules daily appointments and activities; arranges meetings and business travel for the Executive Director, Employee Relations. Maintains calendar of the Executive Director, Employee Relations with accuracy and discretion, including scheduling, rescheduling and prioritizing meetings based on organizational priorities. 
• Coordinates daily administrative operations by organizing workload priorities. Acts as a resource to Employee Relations staff as required. Responds to, and helps resolve issues raised by staff, internal and external stakeholders, and the public. 
• Coordinates the development and implementation of secretarial and administrative standards and procedures within Employee Relations. May direct and train Employee Relations staff on such processes and procedures. 
• Create new administrative processes for the effective operation of the Executive Director’s office.
• Handles, prioritizes and/or redirects inquires and/or provides information and guidance to staff, clients, agencies, union representatives and other levels of government.
• Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines and corrects/resolves outstanding/incorrect items prior to signature. Proofreads own and others material. 
• Performs highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
• Coordinates meetings, special events, schedules, workshops, labour management meetings and staff attendance at conferences. Prepares agendas, takes/transcribes confidential minutes related to labour relations and other matters as required.
• Maintains strict confidentiality at all times. Exercises caution and discretion with labour relations, personnel and other confidential information.
• Prepares and processes documents of a confidential labour relations nature. Assists in the co-ordination of service area labour disruption plans, as required.
• Manages PCard usage, maintains receipts and coordinates submissions to ensure reconciliation of business expenses.
• Coordinates tier one responses to enquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, senior City staff and the public.
• Monitors all key reports required for committees and council and ensures deadlines are met. Annotates and reviews Council agendas and flags items that will impact on Division operations. Identifies issues and initiates responses. Formats Committee reports prior to signature.
• Prepares and processes various presentations, documents/statistical summaries/reports requiring the assessment and analysis of data. Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.
• Facilitates onboarding process for new employees including the distribution of hardware, setup of email account and required security and system access.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Coordinates and maintains a complex record/retrieval systems.
• Maintains awareness of other projects and initiatives within People & Equity Division, administrative systems and procedures to provide effective administrative assistance.
• Provides support in handling special projects

Key Qualifications:

1. Considerable experience performing administrative support duties to senior management, handling a broad range of administrative matters and coordination of work in a highly sensitive and confidential capacity.
2. Experience preparing confidential materials and information for management, with proven ability to handle sensitive issues and ability to exercise independent judgment.
3. Considerable experience utilizing a variety of software packages, including advanced proficiency of Microsoft Office Suite (i.e. Word, Excel and Outlook or equivalent) to prepare correspondence, and create charts related to organizing, formatting, editing, and analyzing content.
4. Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, with members of the public and external agencies.
5. Excellent organizational and time management skills, including attention to detail, proof reading, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
6. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines, while being resourceful and adaptable, with a high degree of common sense and initiative.
7. A post-secondary education in a related discipline such as Human Resources or Industrial Relations certificate/diploma, Office Administration certificate/diploma or the equivalent combination of education is considered an asset but not required. 

Main Purpose and Function

Provides administrative clerical and customer service support to Real Estate, Environment and Facilities Management. Hybrid Clerk functions as operational and administrative support to functional REFM teams ensuring work dispatch, time entry oversight, invoice management (internal sources and key external vendors) and stakeholder engagement needs are met. A liaison and subject matter expert in connecting users, navigating key systems and supporting managers and supervisors through various administrative tasks and maintenance support functions.

Specific Duties/Responsibilities

• Receives service calls with varying level of complexity from a wide variety of stakeholders. Reviews and ascertains the information provided, prompt clients for additional relevant information, then evaluates and prioritizes the REFM response for various work functions.
• Following an established protocol, provides triage prioritization Work Control work management functions such as dispatching work orders, managing invoice payments and processing time entry & audits
• Assigns cost accounting requirements specific to each request and codes appropriately inputting data into the Work Flow Management system adhering to governed processes
• Directs routine service requests & invoices to various REFM or Parks Operations business units leveraging systems such as SAP, AP Flow and BI Tools
• Directs & routes service request and invoices that are not a REFM responsibility to the appropriate City department or business user
• Logs non-routine, non-maintenance or production service requests and looks for direction as to next steps
• Assesses and provides recommendations regarding service methods based on departmental practices, policy and processes. Determines the appropriate service agency (internal or external) and what level of engagement is needed from a support standpoint
• Arranges for access to City facilities by internal & external agencies
• Updates the status of work requests in the system for internally and externally managed work as assigned
• Receives and responds to requests/inquiries regarding the status of work requests and invoices
• Follows up with REFM and Parks Operations on administrative support functions
• Provides feedback on the Work Control process and makes recommendations on changes
• Controls access to the Evans Yard office and provides general reception for visitors
• Receives and closes out work orders including:
  • Verification of data
  • Matching material and contract service reports with work orders
  • Inputting material, labour and contract costs through invoice management
  • Updating work order status for internal stakeholder support and on behalf of centrally managed vendor work
  • Leveraging tools and systems to make informed decisions Entering field notes from maintenance or service staff
  • Coordinating any follow-up action or inspection
  • Advising the Manager or any irregularities regarding type of work, cost, schedule or
  • methodology
• Provides metrics and reports to senior management in support of the Departmental Service Plan including:
• • Number of service requests or invoice volumes
  • Costs incurred by REFM or Park Board business units and REFM managed vendors
  • Number of service requests rejected
  • Number of maintenance work orders through Cov work group and vendors
• Completion rate of maintenance work orders
• Completes time entry, reviews and validates time entry reports, ensuring that they meet time entry standards, especially as they apply to REFM trade shops.
• Create shopping carts and complete shopping requests on behalf of the managers (SOBOs)
• Reconciles P-card statements against PM Work Orders in SAP, especially from REFM trade shop staff
• Supports and centralizes onboarding practices, staff accesses and office footprint space mapping
• Creates & coordinates larger scale meetings and manages meeting minutes for core department meetings
• Other duties/responsibilities as assigned.

Minimum Qualification Requirements

Education and Experience:

• Completion of the 12th school grade.
• Sound related experience in building maintenance or building operations

• Experience in operating call reception, work control centre or maintenance management software application systems for service request, invoicing or work orders

Knowledge, Skills and Abilities:

• Ability to make decisions regarding priority of emergency response in a timely and effective manner
• Working knowledge of industry standard maintenance practices
• Working knowledge of building systems including HVAC, electrical and mechanical components, and associated trades emergency response procedures
• Invoice processing & analysis, vendor (external stakeholder) management and BI Reporting
• Effective problem solving skills and critical thinking
• Customer Service skills: Able to quickly develop rapport with clients and to foster effective relationships with customers
• Working knowledge of Microsoft Office applications, Power Point, and Visio.
• Knowledge and experience using computerized maintenance management or call centre software applications such as SAP PM
• Completed time entry courses through CityLearn and eligibility to get access to the SAP time entry system
• Very effective verbal and written English communication and math skills
• Excellent organizational and multitasking skills
• Ability to work with a moderate level of independence and to work alone with limited direct supervision
• Work effectively independently and collaboratively in a team environment.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: RealEstate Env & Fac Mgmt (1100) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Regular Full Time 

Position Start Date: June, 2025  

Salary Information: Pay Grade GR-017: $31.66 to $37.2 per hour

Application Close: May 25, 2025

Main Purpose and Function
This Office Support Clerk III is responsible ensuring that time entry and HR action forms are accurate and align with CoV best practices and policies.  The OSCIII reviews and corrects time entry work of other clerical staff, providing training, guidance and trouble-shooting support as required.  Additionally, the OSCIII reviews, corrects, and tracks HR action forms, providing support and guidance to supervisors and managers throughout the process.  The OSCIII also performs time entry functions and provides general clerical support for the Park Board administrative office, including relief backup for other clerical staff as required. This role includes working with confidential information.

Specific Duties and Responsibilities

• Reviews and enters all payroll data bi-weekly for Beach Administration office, including CUPE 15, CUPE 1004 and Exempt staff.
• Confirms target hours for each employee, identifies missing or omitted information for management correction.
• Reviews and processes all corrections for time entry and activity allocation.
• Provides time entry guidance, trouble-shooting, training, and back-up for all sites within the Parks and Recreation Department.  
• Reviews, monitors and assists with employee quotas such as vacation and sick leave, provides information and policy/procedure guidance.
• Processes applications and administration of employee claims for WorkSafe BC, medium and long term disability (MTD & LTD), graduated return to work (GRTW).
• Reviews and processes applications and administration of employee benefits and new hires.
• Provides a primary point of contact for Corporate Payroll to troubleshoot time entry inconsistencies and inquires, and to clarify and correct payroll forms and documents.
• Provides recruitment, staff action form support and training for the Parks and Recreation department, including creating, correcting and tracking eSAFs and eCAFs where required.
• Receives payroll error reports and liaises with time entry clerks to resolve errors.
• Processes, maintains and monitors auxiliary/temporary employee hours and increments. Required to perform manual increment calculations.
• Assists Budget Analyst and HR with position control.
• Assists with new employee onboarding and orientation as requested, including preparing new employee orientation packages and ensuring organization charts and staff directories are updated.
• Creates, files and maintains accurate records of confidential personnel files for Parks & Recreation.
• Assists with identifying, documenting and implementing work process improvements, standardized forms and manuals.
• Tracks and enters training data and provides reports as required.
• Supports p-card reporting, reconciliation, and file management as required.
• Updates staff absence calendars when requested.
• Provides back-up reception duties to the Beach Administration office.
• Assists with meeting room set-up and clean-up as required.
• Takes minutes at staff meetings and prepares agendas as required.
• Performs other clerical duties/responsibilities as assigned.

Qualifications
Education and Experience

• Completion of Grade 12, supplemented by courses in administration and/or job related courses together with sound related experience performing administration responsibilities related to and including time entry and benefits administration in a unionized environment, or an equivalent combination of training and experience.  
• Completion of the COV SAP Time Entry Course would be an asset.

Knowledge, Skills and Abilities

• Sound knowledge and experience applicable to wage, salary, and time entry administration. 
• Thorough knowledge of business English, spelling, punctuation and math.
• Considerable knowledge of the applicable rules and regulations which govern departmental activities.
• Knowledge of office procedures and skill in the operation of office equipment. 
• Knowledge of the principles and practices for maintenance of office records and filing.
• Ability to understand and interpret oral and written instructions.
• Ability to understand and apply the regulations of the collective agreements for CUPE 15 and CUPE 1004 and the policies for Exempt staff.
• Ability to successfully, effectively, and tactfully deal with staff in interpreting and explaining policies, rules, regulations and processes.
• Ability to use tact, discretion, and maintain a high level of confidentiality.
• Ability to take action in solving problems while exhibiting good judgement.
• Ability to make repetitive and arithmetic calculations with speed and accuracy, and to adhere to rigid time schedules.
• Work effectively independently and in a team environment.
• Possess good organizational skills. 
• Handle a varied workload in a busy environment with frequent interruptions 
• Ability to evaluate work methods and procedures and make recommendations for appropriate changes.
• Skill in typing (keyboarding) rapidly and accurately 
• Proficiency using business software (e.g. SAP, CACS, VanDocs) and MS Office (Word, Excel, Outlook)

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: Board of Parks & Recreation (1400) 

Affiliation: CUPE 15 Parks 

Employment Type: Regular Full Time 

Position Start Date: July, 2025 

Salary Information: Pay Grade GR-015: $29.2 to $34.30 per hour

Application Close: May 25, 2025

No. of vacancies: 2
Salary: $22.00 hourly / 40 hours per week
Employment type: Permanent employment, Full time
Location: 48 Lovett Lake Court, Halifax, NS B3S 1B8

Job Description

• The candidate will be responsible for coordinating the flow of information within the team.
• The candidate will be responsible for directing and controlling daily operations.
• The candidate must open and distribute mail and other materials.
• The candidate must plan and control budgets and expenditures.
• The candidate will be responsible for planning and organizing daily operations.
• The candidate must determine and implement office procedures and routines.
• The candidate must answer the phone and relay phone calls and messages.
• The candidate must perform data entry tasks.
• The candidate must maintain and manage digital database.
• The candidate must perform administrative and office activities.
• The candidate must ensure accuracy and compliance with accounting standards, procedures, and internal controls.
• The candidate will be responsible for documenting and preparing invoices and work orders.
• The candidate will be responsible for reviewing purchase order claims and contracts to ensure compliance with company policies.
• The candidate must develop specific plans to prioritize.

Job Requirements

• The candidate should be fluent in English language.
• The candidate must have a certificate or diploma in other trades.
• The ideal candidate will have at least 1 to 2 years of experience in a related industry.

How to Apply

Kindly use the given options to submit your application, if you are interested.

By email

[email protected]