Administrative Assistant

About the Role: We are looking for a proactive, organized and experienced administrative support / office management professional who loves working with clients and all things personal finance! Our ideal candidate prefers a small team (versus a big corporation) where independence, responsibility and individual contributions are valued. This role is a permanent full-time position supporting two Financial Planners in our financial services practice in Peterborough, Ontario.

About Us: We are independent Financial Planners who pride ourselves on being different than the big financial institutions. We take the time to truly know and understand our clients and focus on helping them achieve their goals - not sales targets. We take a holistic approach to wealth management and collaborate with our clients’ other advisors to ensure we provide comprehensive financial solutions. Our services include investment management, life and accident and sickness insurance, retirement planning, business succession planning, wealth transfer, estate planning and tax planning.

Key Accountabilities and Responsibilities

• Responsible for implementing action items as directed by Planners. Takes ownership of achieving objectives; proactively tracks status; identifies and resolves issues and coordinates with fund/insurance companies as necessary.
• Executes trades, transfers and other account changes in back-office systems. Monitors all to ensure accuracy and completion.
• Schedules follow-ups in CRM system and proactively monitors
• Coordinates with Planners to schedule meetings; prepares client files and documentation and ensures timely and accurate updates in back-office systems
• Obtains quotations and other information from insurance companies
• Documents interactions regarding client accounts in CRM system
• General reception duties (answering phones, taking messages etc.)
• Other duties as required

Qualifications

• Post-secondary education: business administration, economics or similar (or equivalent experience)
• Completion of the Canadian Investment Funds Course (CIFC), Canadian Securities Course (CSC) or Life License Qualification Program (LLQP) is a strong asset. Applicants who have not completed these courses will be considered but will be required, after a reasonable period of training and on-boarding, to complete the CIFC or CSC course and become registered as a licensed assistant (CIRO). We will cover associated educational costs (tuition, books, registration) and licensing fees.
• Legally eligible to work in Canada

Skills and Experience

• 4-5 years of administrative support experience. Strong preference for financial services or other professional settings (accounting, bookkeeping, legal etc.).
• Warm, outgoing personality when interacting with clients (phone/email)
• Exceptional organization, attention to detail and efficiency
• Takes personal responsibility to achieve outcomes and identify/resolve issues
• Strong “math mindset”: able to easily understand and calculate trade amounts; track and balance all trades and transfers
• Maintains focus and productivity despite frequent interruptions (phone, drop-ins)
• Effectively manages time to ensure completion within regulatory timelines
• Proficient in Microsoft Office: especially Excel (formulas, sorting/filtering)
• Strong written communication skills
• Experience with the following software an asset (but willing to train): Univeris (or other trading software); Salesforce.com or other CRM software; Morningstar Advisor Workstation; PPI Toolkit (or other insurance quotation software).

Work Conditions

• Start date: 10-May-2024 or sooner (position is in-office /on-site)
• Compensation: $42,000 - $54,600 will be commensurate with qualifications and prior relevant experience. We also offer a benefits package.  
• Work hours are typically 8:00 a.m. to 4:00 p.m. Monday-Friday (though we have some flexibility)   
• Parking pass will be provided upon retirement of incumbent. Until then, parking will be reimbursed up-to $90 / month
• Primarily desk/computer work and phone conversations with clients
• Limited local travel to make bank deposits, go to post-office etc.
• We value the health and safety of our employees and clients. Any offer of employment will be contingent upon the successful candidate adhering to our health and safety policies and procedures.

Other Considerations and Requirements

• References required
• Prioritized candidate(s) must agree to and pass a Criminal Record and Judicial Matters Check prior to any offer being made. The cost associated with this check shall be paid directly by us.

We thank all applicants that apply, however only those applicants selected for an interview will be contacted.