[Hiring] Centralized Support Assistant @BMO

Role Description

The Centralized Support Assistant provides experienced, high-quality administrative support to Advisory practices experiencing a temporary staffing gap. As a member of the Centralized Support team, the Centralized Support Assistant is assigned to Advisory practices for defined periods—generally two to six months. The role helps to maintain business continuity, protect advisor and team capacity, and minimize disruption during employee turnover, hiring transitions, or short-term absences.

• Deliver experienced administrative support during temporary staffing gaps, hiring transitions, and short-term absences.
• Quickly learn and adapt to each assigned practice’s routines, book structure, priorities, service expectations, and ways of working.
• Participate in structured onboarding at the beginning of each engagement.
• Assist the advisory team in preparing for client meetings, including scheduling appointments.
• Handle clients’ general day-to-day requests and inquiries including basic money movement (e.g., wires, transfers), technology issues, and account opening and updates.
• Generate reports and documents for IAs and clients as requested.
• Coordinate marketing activities on behalf of the advisory team.
• Maintain and organize client database and client files.
• Ensure transactions and tasks are appropriately assigned to team members and completed.
• Provide team members with support on technology issues and general inquiries.
• Gather and distribute information on updates to training, guidelines, technology, and other business-related information.
• Develop rapport and instill confidence with the client to promote a positive client experience.
• Assist with managing a portfolio of clients to retain and grow relationships.
• Support IAs in individual client investment needs.
• Work collaboratively within the market, BMO partners, and the community.
• Follow through on risk and compliance processes and policies.
• Protect the Bank's assets and clients’ assets.
• Maintain confidentiality of client and Bank information.
• Complete complex & diverse tasks within given rules/limits.
• Analyze issues and determine next steps; escalate as required.
• Take measured risks while protecting the bank by applying our Risk Management Framework.
• Follow standardized Centralized Support workflows while adapting to practice needs.
• Operate as part of a shared national capacity pool.
• Provide an orderly handover to transition knowledge and tasks when the engagement ends.
• Participate in training and knowledge-sharing, capture feedback and lessons learned.

Qualifications

• Typically three+ years of relevant experience at Nesbitt Burns preferred.
• Post-secondary education degree in related field of study desirable or an equivalent combination of education and experience.
• Strong knowledge of wealth management practice workflows, documentation, operational processes, and controls.
• Knowledge of operational aspects of traditional and non-traditional products is an asset.
• Familiarity with technology applications and software used in the financial planning and investment industry.
• 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.
• Fluent in French and English.

Requirements

• Verbal & written communication skills - Good.
• Organization skills - Good.
• Collaboration & team skills - Good.
• Analytical and problem-solving skills - Good.

Benefits

• Health insurance.
• Tuition reimbursement.
• Accident and life insurance.
• Retirement savings plans.
• Performance-based incentives and discretionary bonuses.