Administrative Associate

Client Service Support

• Assisting licensed professionals in managing client relationships by responding to inquiries, scheduling appointments, and maintaining client records.
• Serving as a point of contact for clients and ensure their needs are addressed promptly and effectively.
• Acting as a liaison between clients and licensed professionals, conveying messages and coordinating follow-up actions.
• Addressing client inquiries, concerns, and service requests in a timely and professional manner.
• Working with advisors to develop and distribute client communication.

Administrative and Operational Support

• Acting as a general administrative and operational resource for Associates and Advisors (ex: printing statements, tax slips).
• Assisting in preparing Advisors and Managers for client meetings, including preparation of account-opening documentation.
• Completing a variety of administrative tasks related to account management such as preparing DocuSign information.
• Preparing daily reports for the Investment Associates and Investment Advisors.
• Providing information, where requested and approved by an Associate or Advisor, on the status of a client’s account and provide account balances, quotes and other marketing information.
• Maintaining client files, ensuring that all documentation and notes are compliant with industry regulations.
• Performing general administrative tasks (ex: prepare letters, client communication pieces, etc.).
• Proactively staying informed and up to date regarding Company policies and procedures and compliance updates.
• Supporting office operations through supply ordering, managing courier service, deposits, etc.
• Performing other duties as assigned.

• A college diploma or bachelor’s degree in business administration, accounting, finance (or related field), or equivalent work experience.
• 1 to 3 years’ experience in a customer/client-service facing role.
• Equivalent combination of education and experience may be considered.
• Experience in the wealth management sector or other regulated industry is an asset.
• Proficiency with the MS Office suite, including Word, Excel, PowerPoint, Teams, and Outlook.
• Proficiency in digital marketing tools and platforms (i.e. social media, social media management tools, email marketing software, analytical tools, etc. is an asset).
• A high level of accountability, reliability, adaptability, and innovation in accomplishing day-to-day work and long-term goals.
• A commitment to ethical conduct and integrity in all client interactions.
• An excellent attitude and commitment to providing extraordinary service.
• Exemplary interpersonal and influencing skills; an ability to communicate effectively and work collaboratively, across multiple mediums (in-person, over the phone, and virtually).
• An ability to take ownership of their work from start to finish.
• An ability to problem solve independently while knowing when to ask questions.
• Excellent problem-solving skills.
• Strong organizational skills and attention to detail.
• A high tolerance for ambiguity; highly adaptive and able to manage a large volume of competing priorities.
• Strong critical thinking and written and verbal communication skills.
• An ability to maintain the highest levels of confidentiality.

• Must be legally eligible to work in Canada.
• A background check, satisfactory to the employer, may be required of the successful applicant prior to commencing employment.