Administrative Assistant Jobs

Job description

We are expanding our Team with the opening of an Administrative Assistant position. This role is designed to provide support through the execution of daily business activities by providing our clients with an exceptional service experience. Problem solving abilities, time management skills and attention to detail are vitally important components to this position. You must reflect the high professional standards of service that our organization strives for. This position offers full time hours Monday to Friday.

Position to start as soon as possible.

Attributes for success include:

·Very strong planning/organizational skills sufficient to schedule and complete work within established timeframes, while accommodating changing priorities

·Strong verbal communication skills

·Well-developed and professional written communication skills

·Experience in client service environment

·Proficiency with MS Office, especially Excel

·Working knowledge of other computer software and business specific software

·Working knowledge of relevant regulatory requirements, securities industry and investment products would be an asset

·Mutual fund licensing an asset

·General knowledge of the financial services industry

Key Responsibilities:

·Reviewing customer documentation and maintaining compliance with MFDA regulation, policies, procedures and guidelines

·Assist in organizing sales activities, marketing materials, meetings, presentations, etc.

·Provide/compile statistics/charting on clients, sales and meetings.

·Work with management to gather/research client packages required to complete financial plan/annual reviews/primary appointments.

·Complete/process all documentation required to finalize sales

·Prepare necessary documentation for new and/or potential clients.

·Review files and obtain, complete, and process all documentation required to complete or update existing files, including KYC Reviews

·Preparing, completing, or submitting account maintenance forms for client accounts

·Relay information regarding maturities, debit balances, transfer forms, etc through the use of various reports

·Have a strong understanding of the importance of client privacy and the sensitivity of information where appropriate by following confidentiality policies respecting CFP and/or sharing of information.

·Tracking and following-up of transfers in and/or out in a timely fashion whereby notifying the Planner when funds arrive (or leave) and escalating where necessary.

·Ensure forms, disclosure of fees and terms, and marketing materials are current.

·Recommend and implement approved improvements to procedures or administrative processes.

Specifically, you will:

• Review and process all cheques, banking and stock certificates from clients.
• Maintain Financial Advisor files and other general office duties.
• Manage incoming and outgoing phone calls with clients.
• Be involved in preparing correspondence and reports, event planning and coordination.
• Process and follow-up on security transactions and transfers.
• Foster and support client relationships by liaising with clients, respond to requests and proactive problem solving.
• Open accounts and manage all documentation requirements.
• Prepare for client meetings by preparing meeting packages.
• Foster and support client relationships.

Please apply with resume and cover letter to [email protected]

Job Type: Full-time