Support Assistant
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Job Description
Centralized Support Assistant supporting BMO Nesbitt Burns advisory practices during staffing gaps. Handling client administration, investment-service workflows, compliance, and virtual team support.
Responsibilities:
- Provide experienced administrative support to Advisory practices experiencing temporary staffing gaps
- Support practices for defined periods, generally two to six months
- Help maintain business continuity, protect advisor and team capacity, and minimize disruption during turnover, hiring transitions, or short-term absences
- Quickly learn each assigned practice’s routines, book structure, priorities, service expectations, and ways of working
- Participate in structured onboarding and establish responsibilities, turnaround expectations, escalation channels, and assignment boundaries
- Prepare advisory teams for client meetings, including scheduling appointments
- Handle clients’ day-to-day requests and inquiries, including basic money movement, technology issues, and account opening and updates
- Generate reports and documents for investment advisors and clients
- Process items for client accounts and files
- Coordinate marketing activities, including website and social media initiatives, client recognition, and client events
- Maintain and organize client databases and files
- Ensure transactions and tasks are assigned and completed
- Support team members with technology issues, new technology, policies, procedures, processing inquiries, and escalations
- Gather and distribute updates on training, guidelines, technology, and business information
- Build client rapport, credibility, and positive client experiences
- Assist with managing a client portfolio to retain and grow relationships
- Support investment advisors with individual client investment needs and investment-related advice, sales, and services
- Collaborate with the market, BMO partners, and the community
- Follow risk and compliance processes and policies
- Protect bank and client assets and maintain confidentiality
- Analyze issues, determine next steps, and escalate as required
- Follow standardized Centralized Support workflows while adapting to practice needs
- Operate within a shared national capacity pool and maintain accurate workload, volume, turnaround, error, capacity, deadline, and risk information
- Provide an orderly handover when engagements end
- Participate in training and knowledge-sharing, capture feedback and lessons learned, and identify process improvements
- Apply BMO’s Risk Management Framework and make risk-informed decisions aligned with policies, laws, and regulations
Requirements:
- Typically three+ years of relevant experience at Nesbitt Burns preferred
- Post-secondary education degree in a related field of study desirable or equivalent combination of education and experience
- Strong knowledge of wealth management practice workflows, documentation, operational processes, and controls
- Knowledge of traditional products including stocks, bonds, money market, and mutual funds
- Knowledge of non-traditional managed and fee-based products is an asset
- Familiarity with technology applications and software used in the financial planning and investment industry
- Basic specialized knowledge
- Proven ability to complete complex administrative work accurately and on time
- Strong organization, prioritization, problem-solving, communication, and relationship-building skills
- Ability to learn quickly, work independently in a virtual environment, and adapt across assignments
- Sound judgment, discretion, and ability to identify and escalate risk, control, or service concerns
- CIRO IR licensing is not a requirement, but is considered an asset
- Flexibility to work the assigned practice’s normal local business hours
- Good verbal and written communication skills
- Good organization skills
- Good collaboration and team skills
- Good analytical and problem-solving skills
- Fluent in French and English
- Able to support clients and team members inside and/or outside the province of Quebec
Benefits:
- Performance-based incentives
- Discretionary bonuses
- Other perks and rewards
- Health insurance
- Tuition reimbursement
- Accident insurance
- Life insurance
- Retirement savings plans
- In-depth training and coaching
- Manager support
- Network-building opportunities
- Accommodations available on request during the selection process
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