Administrative Assistant II

Job Title: Administrative Assistant II
Location: Kelowna, BC (Onsite)
Estimated Duration: 18 Months

SUMMARY OF THE ROLE:
Description:
Our Client Private Wealth Management takes a sophisticated and holistic goals discovery approach to wealth planning and protection to provide highly personalized advice, solutions, and service to clients.
Our Client Wealth Private Investment Advice (PIA) is ideal for investors who are looking for professional, custom-tailored wealth planning and investment solutions, while maintaining participation in the decision-making process regarding their financial affairs. The advisors work with clients to design and implement a comprehensive investment strategy, recommend customized investment solutions and provide on-going portfolio monitoring and performance reporting aimed at enhancing the client’s financial success over the long-term.
Reporting to the Manager of Client Service, the Business Operations Support Representative provides legendary quality, efficient, and specialized administrative support on a multiple and diverse range of assignments within a dynamic client-oriented sales environment. The ideal candidate is accustomed to responding to an ever-changing face paced environment, embraces change, and easily adapts. They are driven to succeed and want to make a positive impact with every interaction. They possess and demonstrate problem solving abilities that focus on solutions.
Key responsibilities:

• Provide and deliver a high level of administrative support to the branch while ensuring high quality service and professionalism at every client interaction; going above and beyond where required
• Support the Manager Client Service (MCS) in functions related to overall operations and day-to-day administration
• Implement effective communication of all operational, administrative and regulatory /compliance activities as required.
• Support the team by continuously developing increased knowledge in all branch processes
• Support coordination of equipment needs for system access, IT support, and able to provide training support where required for branch staff
• Coordination and handling of all premise issues including building issues, seasonal and promotional displays
• Maintain and provide ongoing support and improvements to the branch filing system
• Perform office duties as assigned; ensuring changes are implemented and communicated to staff when required to ensure a high level of compliance following audit procedures
• Support the team by actively promoting/supporting key firm/branch initiatives
• Actively suggest implementations that focus on client’s vision of building a better bank and above average standards
• Identify areas to reduce expenditure and bringing ideas to MCS and/or BM for improvement
• Support an up-to-date Business Continuity Management (BCM) Plan and ensure details are communicated to and understood by all staff implementing changes where required.
• Support the branch professionals where required including client requests
• Be an advocate for the client's experience
• Other Sundry duties as assigned

As the Business Operations Support Representative will be located at Reception, the role will also be responsible for:

• Greeting clients and/or guest to the branch and respond to their requests in an efficient manner
• Answer and support the branch phone lines as required and direct calls and/or completes the request for the client thus demonstrating strong customer service attributes
• Make changes to branch directories when required
• Control the distribution of outgoing and incoming mail, courier bag and reports, faxes and transit mail by following internal control measures
• Support business meetings including set up, catering requests, and managing branch Boardroom schedule

Must have:

• The ability to work both as part of a team and independently to complete tasks
• Possess excellent communication skills
• Proven ability to deliver a high level of service
• Detail oriented and highly organized
• Ability to work in a fast-paced, dynamic environment
• Proficient with MS Office Suite
• Tech savvy- ability to learn new program, general computer knowledge

Nice to have:

• Undergraduate Degree or Community College Diploma in Business preferred
• Completed or pursuing industry-related courses would be considered an asset
• Prior administrative experience an asset