Administrative Assistant

About the Company This position is part of an Investment Advisor's small team. The successful candidate will work closely with the Investment Advisor and team members. We take great pride in helping our clients realize their financial goals and life dreams. Our philosophy is based on understanding each client's personal situation and goals for financial security. We help our clients develop a realistic financial plan and educate them on making informed financial decisions in building wealth in a tax-effective manner, and to protect themselves and their loved ones through proper contingency planning. About the Role The successful candidate will provide administrative support and marketing assistance to the Investment Advisor, ensuring smooth operations and client engagement. Responsibilities Administrative Support Greeting clients on arrival to meetings in office, arranging secured video conference calls Compiling all client documentation required for meetings or conference calls Creating and maintaining client files and network folders, scanning documents and filing them in the proper hard and electronic files Working with various Investment and Insurance Companies and/or websites to obtain information, forms and reports Processing client account documentation, following up with the clients on the missing client documentation as per the industry regulatory requirements Requesting couriers as needed, maintaining office supplies Identifying opportunities to enhance existing processes Managing one to two investment advisors schedules Marketing Organizing and coordinating client events, by booking venues, scheduling guests, greeting clients, arranging for refreshments etc. Updating Advisor's website Mail birthday, congratulations, thank you cards, etc. Assisting Advisor in creating marketing materials and presentations, updating forms and templates Additional responsibilities as assigned (i.e. Booking flight tickets, hotel and restaurant reservations for the Advisor, etc.) Qualifications Relevant post-secondary education with a strong preference for financial programs considered an asset 2 years of experience in administrative roles, preferably in the financial services and insurance industry, or a strong desire to learn and work in the financial services industry Must be proficient in Microsoft Office: Excel, Word, Outlook, PowerPoint and Adobe Acrobat Knowledge of Industry specific software and CRMs considered an asset Required Skills Excellent communication and client experience skills Exceptional attention to detail, comfortable working with numbers Highly organized and efficient, able to prioritize and manage time in a dynamic environment and under pressure Good listener and fast learner, able to take direction and follow tasks through to completion Proactive and positive, with a good sense of humor High level of professionalism Discreet and respectful of confidentiality Flexible and adaptable, able to work well autonomously and as part of a small team Pay range and compensation package Competitive rate, based on experience Benefits upon successful completion of probation period Education/ training reimbursement Equal Opportunity Statement Interested candidates are invited to submit their Resume and Cover Letter, stating clearly when and how you learned about this position. We thank all applicants however only those qualified will be contacted.

Provide administrative and marketing support to an Investment Advisor, including managing schedules, client documentation, and office operations. Coordinate client events and assist in creating marketing materials and presentations.

Requires at least 2 years of administrative experience, preferably in financial services, and proficiency in Microsoft Office and Adobe Acrobat. Post-secondary education in financial programs is considered an asset.

• Education/training reimbursement

• Microsoft OfficePreferred
• Attention to detailPreferred
• Time managementPreferred
• OrganizationPreferred

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Marketing Assistance
• Client Relationship Management
• Microsoft Office
• Adobe Acrobat
• Calendar Management
• Event Coordination
• Financial Documentation
• Communication Skills
• Attention To Detail
• Time Management
• Confidentiality
• Professionalism
• Organization

• Administrative
• Finance & Accounting
• Customer Service & Support
• Marketing

Minimum education

College diploma

Minimum experience

2+ years

Apply by

Sep 10, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Entry level

Application method

Direct apply is available