Admin Assistant – N013110

Our practice is located in Kingston Ontario.  We provide a full range of financial products and services to entrepreneurs, professionals and business owners in the Kingston area and have been in practice for more than 11 years.

The Administrative Assistant provides dedicated administrative, operational and client-service support to two licensed Financial Advisors servicing High-Net-Worth (HNW) and affluent clients. This position operates with a regulated Canadian financial services environment, ensuring compliance standards are met within regulatory and internal requirements. In addition, the Administrative Assistant develops, implements and maintains support systems, while operating in a fast-paced, confidential, multitasking environment. This role has variations in workloads, periodic responsibilities, or special projects and events require overtime work for the job to be completed. Prior experience in financial services administration and familiarity with industry platforms such as Salesforce and Conquest are required to succeed in this role.

Responsibilities

• Receive client inquiries on behalf of the Advisor and determine appropriate course of action. This may include proactively investigating and resolving client problems and recording the nature of the inquiry and advising the Advisor;
• Contact clients and schedule appointments for the Advisor, acting as the first point of contact for both advisors, and monitoring email correspondences with clients to ensure timely response;
• Processing/reviewing daily business transactions regarding client accounts and managing/updating client databases;
• Preparing and maintaining client files, paperwork, and meeting notes;
• Managing/updating client databases, preparing documentation packages for wet and electronic signature;
• Support client events by booking sites and sending marketing material to clients and prospects;
• Coordinate business transactions with external financial institutions, monitoring transfers, transaction status and outstanding requirements;
• Run internal reports to gather data for client meetings, preparing agendas and completing meeting notes;
• Maintain accurate client and transaction data across financial and CRM platforms including: Transact, Salesforce, CapIntel and Conquest.

Qualifications

• Minimum 2-3 years administrative experience in the financial planning;
• Experience supporting High-Net-Worth clients and managing confidential financial information;
• Experience with Office 365 based management system in addition to Outlook, Word, Excel Power Point and Loop.
• Proficiency with Saleforce, and RBroker.
• Customer service orientation with a demonstrated ability to interact professionally with clients; both in a virtual environment and in person;
• Strong organizational skills with the ability to manage competing priorities and deadlines;
• Strong verbal and written communication skills with high level of attention to detail and accuracy.
• Experience documenting and editing CIRO compliant notes.

For more information about this position or to apply, please contact Emily Cloutier at Emily.cloutier@ig.ca. We thank all applicants for their interest; however, only those selected for further consideration will be contacted.