Requisition ID: 230433

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

As the Senior Assistant Manager, Office Administration, you will lead and oversee the Branch Support Team, contributing to the overall success of the Scotiatrust Estate and Trust Toronto Branch team, ensuring specific individual goals, plans, and initiatives are executed and delivered in support of the team’s business strategy and objectives.  You will perform a variety of functions, ensuring all activities conducted are with a high level of service and in compliance with governing regulations, internal policies and procedures. 

Is this role right for you? In this role, you are/will:

Responsible for compliance with regulatory and internal Bank guidelines by: 
•    Ensure compliance with National Office reporting requirements 
•    Manage all aspects of the Occupational Health and Safety activities and representatives for all units within the premises 
•    Responsible for Branch Continuity Plan development, communication, testing, reflective of current technology, procedures and threats and signoffs 
•    Authorization and maintenance of access levels for systems and premises 
•    Ensure miscellaneous assets are secured and monitored as required by policy and risk management. 
•    Report immediately any unusual occurrences or activities and escalate as appropriate 
•    Managing the Re-Org and Tax notification process.  
•    Responsible for the contacts with various Help Desks, Voice Services, Real Estate, National Office and WM areas for consulting, facilitating implementation of procedural changes within the Department and premises as applicable. Administer system access and authorization controls. Assist in the resolution of equipment, telephone, network and PC related matters for all staff. 
 
Support the completion of the financial and expense activities within the branch by: 
•    Assisting with the daily deposits;  
•    Completing the cash receival/deposit process; 
•    Preparing all branch payments for internal and external clients; 
•    Process all entries within branch transit to GL 
•    Analysis and reconciliation of branch GL’s 
•    Managing and completing the payment of employee telephone bills; 
•    Managing the Automatic Fund Transfer process including distributing the Automatic Fund Transfer reports to officers and verifying that correct amounts are debited and credited to the clients’ accounts; and 
•    Distributing the monthly tax billing for the branch including distribution to TA/TO team, manual tracking and return of completed/adjusted spreadsheet to the Tax Office. 
•    Prepare, maintain and submit branch loss activity report 
•    First contact with auditor for the branch financials 
•    Net new business reporting 
 
 
Oversee and maintain the branch record management and retention policies and procedures by: 
•    Managing the off-site records management filing system, via Iron Mountain, for active and closed client account files; 
•    Being the primary liaison between Real Estate, Distribution and Iron Mountain for client record management; 
•    Maintaining the approved tracking system to account for all client files at all times; and 
•    Managing the off-site records management filing system, via Iron Mountain, for all will bank clients. 
Support the maintenance and management of the will bank by: 
•    Collecting, shipping /storing, and requesting all wills to / from Iron Mountain; 
•    Ensuring safe custody, as per policy, while on Scotiatrust premises; 
•    Contributing to the will bank records retention project; and 
•    Being the major liaison between Estate and Trust Consultants, Regional Estate & Trust Administrators, and the Scotiatrust branch teams for Wills. 
 
 
Oversee and manage administration activities for the branch by: 
•    Ensuring the branch stationery supply is adequately stocked, ordering stationary as needed  to ensure Scotiatrust letterhead, envelope and pre-paid envelopes are in stock; 
•    Maintaining the Toronto Estate & Trust email distribution  list, ensuring new team members are added and team members who leave are removed; 
•    Monitoring the BST Email Account, responding as needed to the emails and ensuring all requests are actioned and teams are updated as needed based on information provided through that inbox; 
•    Assisting with the daily recording and distribution of incoming mail; and 
•    Monitoring the Branch incoming voicemail, responding as needed to the voice mails received and ensuring messages are passed on to the teams in order to provide timely responses to clients. 
 
Provide back-up and support to the Property Administrator by: 
•    Assisting with the request for appraisals of properties under administration; 
•    Assisting with the request for insurance of properties under administration; and 
•    Assist in providing timely response to the teams for property related matters 
 
 
Perform other related duties as assigned including: 
•    Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
•    Understand how the Bank’s risk appetite and risk culture should be considered in day-today activities and decisions. 
•    Actively pursues effective and efficient operations of their 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.  
•    Champions a high-performance environment and contributes to an inclusive work environment.  

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

•    Degree/Diploma in Accounts/Business/Record Management 
•    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 
•    Strong analytical, organizational, communication and interpersonal skills 
•    proficiency with Outlook, MS WORD & TEAMS, Excel, PowerPoint & Salesforce  
•    University degree or equivalent 
•    Knowledge of the Estate & Trust and/or wealth management industry 
•    Industry accreditation (Certificate in Estate and Trust Administration) would be an asset 
•    Working knowledge of legal documents such as Wills, Trust Deeds and Powers of Attorney is an asset 
•    Bilingualism (English-French) is an asset 
•    High attention to detail and solid follow-through capabilities 
•    Ability to prioritize several requirements at once and while under pressure 
•    Excellent team player with the ability to work independently  
•    Demonstrated initiative, pro-activity and sense of responsibility 
•    Dedicated to service excellence for internal and external clients 
•    Ability to effectively manage change 

Dimensions: 

•    Support the Estate and Trust team at the Toronto Branch; ~20 Trust Officers, ~15 Trust Associates,  
•    Directly support a small number (1- 4) of ETCs in a region consisting of anywhere from 30-100 advisors across different business lines, and engage with upwards of a dozen other specialists who are integrating estate and trust solutions into their plans and processes 
•    Part of a team that supports approx. 42 ETCs along with other Scotia Wealth Management field staff, which includes over 70 specialist professionals and over 800 relationship managers across the business lines 

Location(s):  Canada : Ontario : Toronto 

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.  

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.