Regional Estate & Trust Administrator, Scotiatrust - Montreal, QC

Is this role right for you?

In this role, you will have specific accountabilities which include :

Supports ETC prospecting and pipeline management activities. This includes ensuring that new opportunities are properly captured and tracked within Salesforce;

providing reporting and / or directing leaders and advisors towards reporting around leads; liaising with the planning teams and Total Wealth Managers (TWMs) to ensure they have whatever data they require to incorporate estate and trust planning into total wealth proposals.

Supports the ETC sales process. This includes file preparation (paper or digital) prior to discovery meeting with the client, which may include requesting the completion of the Estate Planning Questionnaire, copies of existing planning documents, as well as summaries of current financial holdings and any available beneficiary designations.

Also includes preparing all necessary new business documentation, which may include fee agreements (paper or digital) as well as any account opening documentation where and when required.

Assists the ETC by sending correspondence to law firms, perform follow-up with lawyers and clients.

Provides quality assurance support that helps ETCs ensure their new business is submitted in good order. This includes ensuring that all documentation (original Will, Powers of Attorney, etc.

and reporting is completed accurately, in full, and on time. Support the ETCs on immediate fee reporting.

Facilitates business development and advisor education opportunities. Schedules / confirms client appointments, including confirming road trips and meeting room logistics;

assists the ETC to prepare for seminars / webinars i.e. organizing, registering participants, managing logistics, liaising with presenters and directing advisors to available resources (internal marketing content, etc.)

• Provides administrative support to ETCs, as needed. This includes supporting ETCs’ efforts to conduct their business in a digital fashion;
• managing the flow of mail and couriers where digital processing is not an option; ensuring that the ETC is well stocked with necessary supplies;

triaging emails, calls and requests that come to the ETC; and providing support around coordination of meetings and helping with travel arrangements, where feasible.

• 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-to-day 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.

Dimensions

• 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

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

• 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

Pursuant to a language needs assessment conducted by Scotiabank, the successful candidate will be required to be able to communicate in English in addition to French because : they will be required to work closely with other groups from head office who operate primarily in English, they will report to a manager from head office who is an English speaker, and / or they will serve and English-speaking clientele.