ScotiaMcLeod Administrative Associate - Kelowna, BC


Requisition ID: 92267

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.


Purpose of Job:

The Administrative Associate, who is licensed as an Investment Representative, is primary focused to assist Investment Advisors in the in the day to day trading activities and the administration of client accounts. The Administrative Associate will provide administration support and will be responsible for answering client inquiries in a timely fashion and maintaining accurate and up-to-date client records. This role supports a business that is focused on Group Plan accounts.


Major Accountabilities:

  1. Provide a high level of support to Investment Advisor(s) by:
  • Facilitating the regular review of clients portfolios to identify client needs
  • Reviewing the portfolio to ensure it meets the current or updated risk profile and aligns with applicable investment program
  • Gathering research & product information from internal and external sources
  • Entering client trades as directed by client or Advisor
  • Remaining up to date with all the regulatory rules and trading activities as it relates to client accounts


  1. Ensure effective client administration by:
  • Following up with clients on missing documentation required as per the industry regulatory requirements
  • Maintaining client files and information of the appropriate systems
  • Checking daily trades and all system entries in accounts for timelines and accuracy
  • Responding to client inquiries in a timely, responsive manner
  • Resolving issues and effecting client transactions expeditiously and accurately, escalating issues to Advisor when appropriate 
  • Issuing instructions for client withdrawals, deposits, swaps and transfers according to client or Advisor instructions
  • Ensuring all client interaction is accurately documented
  • Understanding the required documentation for all client account types


  1. Provide a high level of client service by:
  • Responding to client inquiries in a timely manner, resolving issues quickly
  • Effecting trades accurately and expeditiously
  • Escalating unresolved or serious issues to the Investment Advisor or Branch Management as appropriate
  • Execute instructions for client transactions as directed by the client or Advisor
  • Checking daily trade summaries and system entries for accuracy and completion
  • Ensure all necessary account and client information is accurate and up to date prior to order execution
  • Ensure the confidentiality of client accounts is maintained at all times


  1. Contribute to the effective functioning of the branch team by:
  • Building effective working relationships across the team and with internal partners
  • 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



  • Clear understanding of all industry and firm compliance regulations
  • Proven excellence in client service
  • Accurate and thorough
  • Able to meet deadlines
  • Ability to take initiative and work independently on all administrative related tasks
  • Ability to execute client administration and trading activities according to direction received  
  • Must be able to exercise sound judgment in the prioritization of daily work to ensure optimum telephone coverage
  • Must maintain a high level of compliance standards at all times
  • Must be client service oriented with the ability to solve client inquiries and respond to questions and direction in a timely and efficient fashion


Education/Work Experience/


  • Must have completed the CSC, CPH and 30 day IRT training, and maintain license in good standing by complying with industry regulations
  • Must have excellent written and verbal communication skills
  • Must have strong organization and prioritization skills, with excellent attention to detail
  • Must be able to take initiative and work independently
  • Must be client service oriented


  • Industry experience
  • Prior experience as Administrative Associate or Assistant preferred


Location(s):  Canada : British Columbia : Kelowna 

As Canada's International Bank, we are a diverse and global team. We speak more than 100 languages with backgrounds from more than 120 countries. Our employees are committed to a superior customer experience and use the Bank’s six guiding sales practice principles to ensure they act with honesty and integrity.

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.

Salary Range
$23,000.00 - 39,000.00
per Year
Salary range estimated by
Kelowna, BC V1Y9Y2, CA