Financial Advisor Assistant

Key Responsibilities

Client Service and Relationship Management

• Act as a primary point of contact for client inquiries, providing timely, professional, and courteous assistance.
• Coordinate client meetings, appointments, and follow-up communications.
• Assist with client onboarding, documentation, and ongoing account servicing.
• Proactively follow up with clients regarding outstanding documentation, requests, and administrative matters.
• Maintain accurate and up-to-date client information within our CRM system.
• Help ensure clients receive a consistent, responsive, and exceptional service experience.

Administrative and Operational Support

• Provide day-to-day administrative support to the Financial Advisor and broader practice.
• Prepare, review, and process client forms, account applications, and other financial services documentation.
• Coordinate with financial institutions, investment companies, insurance providers, and internal support teams.
• Track outstanding transactions, account transfers, and service requests through completion.
• Prepare client meeting packages, reports, correspondence, and other administrative materials.
• Manage calendars, emails, electronic filing systems, and general office administration.
• Maintain organized records while ensuring compliance with applicable privacy and regulatory requirements.

Practice Coordination and Efficiency

• Assist with managing daily workflows and prioritizing outstanding tasks.
• Identify opportunities to improve administrative processes and client service efficiency.
• Support the implementation and ongoing use of CRM systems and digital tools.
• Assist with client communications and other initiatives supporting the growth of the practice.
• Take ownership of assigned responsibilities and ensure tasks are completed accurately and on time.

Qualifications and Experience Required

• Previous experience in an administrative, office coordination, or client service role.
• Excellent organizational and time-management skills with strong attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities, work independently, and meet deadlines.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Comfortable learning new software, CRM platforms, and digital systems.
• Strong interpersonal skills and a professional, client-focused approach.
• High level of discretion and commitment to maintaining client confidentiality.

Preferred, but Not Required

• Experience in financial services, wealth management, banking, insurance, or a financial advisory practice.
• Familiarity with investment accounts such as RRSPs, TFSAs, RRIFs, and non-registered accounts.
• Experience preparing financial services documentation and coordinating account transfers.
• Familiarity with Investia O365, Univeris, Zoho CRM, or similar systems.
• Post-secondary education in business administration, finance, or a related discipline.

The Ideal Candidate

We are looking for someone who is:

• Highly organized: Able to manage competing priorities without losing attention to detail.
• Proactive: Anticipates needs, follows through on outstanding items, and takes initiative.
• Client-focused: Enjoys helping people and building positive professional relationships.
• Detail-oriented: Understands the importance of accuracy, particularly when handling financial documentation.
• Tech-savvy: Comfortable working with digital systems and finding ways to improve efficiency.
• Accountable: Takes ownership of responsibilities and follows tasks through to completion.
• Adaptable: Comfortable working in a growing practice where responsibilities may evolve.

What We Offer

• Competitive annual salary of $45,000–$60,000, commensurate with experience and qualifications.
• Full-time, permanent employment.
• Health Spending Account
• A professional, collaborative, and client-focused work environment.
• Training and opportunities to develop financial services industry knowledge.
• Opportunity to grow professionally and take on additional responsibilities as the practice expands.
• The opportunity to play a meaningful role in a growing financial advisory practice.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted.

Pay: $45,000.00-$60,000.00 per year

Benefits:

• On-site parking
• Wellness program

Work Location: In person