Company Description

Med-Wealth Financial Services – IPC Securities Corporation specializes in premium wealth management solutions for physicians, business owners, and other medical professionals. Led by award-winning Portfolio Manager John Soutsos, the firm implements an innovative portfolio strategy focused on helping clients reach financial independence sooner. Med-Wealth is built on long-term relationships, high-touch client experience, and a strong focus on education through client events and seminars. Med-Wealth engages clients through educational resources such as the “Prescribing Prosperity” podcast, a weekly newsletter, and free financial planning tools. Prospective clients and partners can connect with the firm online to explore services, learn more about investment strategies, and access practical insights on building long-term financial security.

Role Description

The Administrative Assistant/Office Manager position is a full-time, on-site role based in Mississauga, ON. This role is responsible for managing daily office operations, including scheduling meetings, organizing files and records, preparing correspondence, and maintaining office supplies and equipment. The position involves greeting and supporting clients, responding to inquiries by phone and email, and ensuring a professional and welcoming office environment. The Administrative Assistant Office Manager supports advisors with document preparation, data entry, and coordination of client appointments and follow-ups. This role also includes maintaining internal databases, assisting with basic reporting, and collaborating with team members to ensure efficient workflow and consistent client service.

Key Responsibilities

Client & Prospect Engagement Proactively call clients to schedule review meetings Reach out to prospective clients to offer meetings or invite them to attend upcoming events Confidently communicate who we are and the value we provide Help drive attendance for seminars, workshops, and client events Track outreach and follow-ups in our CRM Conduct Personal Contact Calls to engage clients, identify opportunities for discussion or customized service Mail out birthday letters to clients on a monthly basis Walk clients through their online account access Events & Client Experience Coordinate logistics for client & prospective client events (seminars, dinners, workshops) Manage invitations, RSVPs, send reminders, and follow-ups Attend events to help deliver a high-end, professional experience for all attendees Assume ownership of the Appointment Preparation Checklist and Staging the Office Checklist to ensure consistency in the client experience Office Operations & Administrative Support Ensure all incoming calls are handled and directed appropriately Respond to emails and voicemails the same day of receipt Enter detailed notes in CRM so the team is aware of all client interactions Calendar coordination and meeting scheduling Manage office expenses, and provide basic bookkeeping Prepare meeting rooms and greet clients upon arrival (ensure a welcome sign is prominently displayed) Assist with scheduling and day-to-day office coordination Periodic banking

Document Coordination (Occasional)

Occasionally support our other administrative assistant in the filing, tracking and coordinating of client documentation, incoming deposits, transfers, etc. (only during busy season or absence of other administrator)

Who This Role Is Ideal For

This role is a strong fit for someone who: Is energetic and engaging Is confident and comfortable speaking on the phone Enjoys building relationships and engaging with people Is organized, detail-oriented, and reliable Is proactive and willing to take initiative Has a professional and polished demeanor Is interested in the financial services / wealth management industry Takes pride in delivering exceptional client experience Excited by working in a fast paced environment Is willing to accept constructive feedback

Qualifications

3+ years in a client-facing, administrative, or coordination role Strong verbal and written communication skills (this is essential) Comfortable making outbound calls and following up consistently Experience with CRM systems is an asset Event coordination experience is a plus Background or interest in finance is required Completion of or willingness to complete CSC or IFC preferred Experience with Intuit QuickBooks is strongly preferred Proficiency with Microsoft Office suite