Administrative Assistant

Job Title:

Administrative Assistant

Main Purpose of the Job:

To assist clients, Wealth Advisor and undertake any clerical duties within the office environment.

Reports to:

Financial Advisor
Business Owner
Office Manager (if applicable)

Duties and Responsibilities:

  • Provide an effective reception and telephone service.
  • Maintaining filing system.
  • Overseeing the daily and routine tasks of incoming correspondence & requests, assigning priority levels and ensuring tasks are completed within the allocated timeframe
  • Maintaining an efficient filing system
  • Contribute to the team effort.
  • Accept forms from clients
  • Book client appointments
  • Provide account status updates such as confirming current balances or trade completion
  • Distribute client brochures, fund performance updates and promotional materials
  • Conduct trade processing through systems once instructions have been received from the advisor
  • Complete paperwork by transposing information provided by the advisor or found in client files
  • Send money from an account that has a cash position
  • Promote seminars and learning topics.
  • Respond to client's questions in a timely manner.
  • Ensure tasks complete in line with deadline
  • Prepare client files for upcoming meetings, including regulatory requirements, paperwork and research for new business
  • Ensure clients are contacted for outstanding information and paperwork
  • Maintain client information and contact schedules.
  • Processing paperwork derived from client requests and meetings. Following up on a timely basis to ensure all tasks are completed
  • Liaising with staff, Managers and external customers/clients to ensure the above tasks are completed effectively.


  • Qualifications:
  • Background and Criminal record check
  • Organization skills
  • Quick typing skills
  • Attention to detail
  • Computer savvy
  • Confidentiality
  • Thoroughness
  • Data entry experience or related office experience
  • Post-secondary degree in Business, Economics, or commerce
  • Administrative experience of no less than 5 years
  • Proven organizational skills and prioritization experience

Hours & Location:

  • On-site - equipment is provided
  • Remote available - must provide all equipment and agree to installation of security programs and monitoring
  • Full-time
  • Either set hours or averaging contract available
  • Starting $30 per hour ($62,400 per year)

Advancement Qualifications:

  • Canadian Securities Course
  • Conduct & Practices Handbook
  • Wealth Management Essentials (within 3 years of licensing)

Acknowledgement & Agreement

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organization and the overall business objectives of the organization.

How to Apply

To apply, please send your CV/resume to