Administrative Assistant

Job Description

Administrative Assistant (Financial Services / Advisor Support)



The incumbent will play a key role in supporting our corporate advisors by handling administrative tasks, client service, and account management. This individual must hold relevant securities licenses (e.g., CSC, CPH, WME…) and work closely with clients to ensure a smooth and professional experience. The ideal candidate is detail-oriented, highly organized, and comfortable managing a range of tasks in a fast-paced financial services environment.



What is in it for you:




• Hourly salary of $27-29.


• 19-month contract.


• Full-time position: 37.50 hours per week – daytime hours


• Hybrid role – 3 days in the Ottawa office.


• Join a passionate and inclusive team of professionals.



Responsibilities:




• Act as the first point of contact for clients, answering questions and addressing service needs.


• Assist with account maintenance, such as updating client information, processing requests, and executing transactions.


• Schedule and coordinate client meetings, preparing necessary documentation and reports.


• Respond promptly to client inquiries via phone, email, or in-person interactions, ensuring excellent customer service.


• Manage the advisor's calendar, including scheduling meetings, client appointments, and conference calls.


• Handle incoming correspondence, prioritize, and distribute to the appropriate team members.


• Maintain accurate client records in CRM systems, ensuring compliance with regulatory requirements.


• Prepare client reports, statements, and presentations for meetings.


• Ensure that all documentation is properly filled out, signed, and filed in compliance with regulatory standards.


• Stay updated on regulatory changes and work with the compliance department to ensure adherence.


• Assist in preparing for audits and regulatory reviews.


• Process account openings, transfers, and updates.


• Handle the submission of trade orders under the direction of the investment advisor.


• Monitor account activities to ensure timely and accurate execution of orders and instructions.


• Process account openings, transfers, and updates.


• Handle the submission of trade orders under the direction of the investment advisor.


• Monitor account activities to ensure timely and accurate execution of orders and instructions.


• Assist the advisor in developing and preparing financial plans, portfolio reviews, and investment proposals.


• Gather and organize financial data and research for advisor review.


• Support in preparing investment reports and analysis for clients.



What you will need to succeed:




• An undergraduate degree is strongly preferred.


• Previous experience in a similar role, preferably within the financial industry.


• Expert proficiency in Microsoft programs (Outlook/Teams/Word/Excel/PowerPoint).


• Fluent in CRM/Salesforce and Power BI is an asset.


• Exceptional organizational and time management skills.


• Excellent verbal and written communication skills.


• Strong attention to detail and ability to prioritize tasks effectively.


• Proven ability to work in a team environment.


• Discretion and the ability to handle sensitive information with integrity.


• Knowledge of financial terminology and concepts is a plus, but not required.


• Ability to build effective partnerships.


• Unwavering curiosity and a passion for learning.



Why Recruit Action?



Recruit Action (agency permit: AP provides recruitment services through quality support and a personalized approach to job seekers and businesses. Only candidates who match hiring criteria will be contacted.



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