We are hiring a Senior Administrative Assistant to support a well-established and highly successful Investment Advisory practice.
The Senior Administrative Assistant is responsible for managing the full spectrum of client account administration, transaction processing, account transfers, and regulatory documentation within this high-volume Investment Advisory practice.
This is a key position, the operational backbone of the practice and requires extensive experience supporting Investment Advisors, managing client accounts, processing investment transactions, and ensuring regulatory compliance.
The successful candidate will be a seasoned financial services professional who can operate independently, oversee complex client transactions, and provide exceptional service to high-net-worth clients.
Responsibilities
Client Account Administration
Open new client accounts and maintain account documentation
Process account transfers, including incoming and outgoing assets
Manage client requests and account updates
Coordinate RESP withdrawals, RRIF payments, estate settlements, and other account transactions
Ensure all documentation is complete, accurate, and compliant
Trade & Transaction Processing
Process client trade instructions accurately and efficiently
Handle cash withdrawals, deposits, transfers, and journal requests
Monitor transactions through completion and resolve any discrepancies
Liaise with internal operations teams and external financial institutions
Compliance & Regulatory Administration
Maintain compliance documentation and client records
Review new account applications for completeness and regulatory requirements
Ensure adherence to CIRO and firm compliance standards
Prepare and submit regulatory and compliance-related paperwork
Support audits, reviews, and compliance inquiries
Client Service Excellence
Act as a primary point of contact for clients
Respond to client inquiries regarding accounts, transactions, and documentation
Build strong, trusted relationships with clients through professional and proactive service
Handle sensitive and confidential client information with discretion
Office Operations Leadership
Serve as the senior administrative resource within the practice
Identify opportunities to improve processes and efficiencies
Provide guidance and support to junior administrative staff as required
Ensure smooth day-to-day operations of the advisory practice
Required:
Canadian Securities Course (CSC) certification
7 or more years of experience supporting an Investment Advisor, Financial Advisor, Portfolio Manager, or Wealth Management team
Extensive experience with: Account transfers, trade processing, RESP, TFSA, RESP, RRIF withdrawals, estate administration, compliance and regulatory documentation
Strong understanding of wealth management operations and investment industry regulations
Exceptional attention to detail and organizational skills
Experience with Salesforce or ADP an asset
What we offer:
Compensation based on experience $70,000 - $100,000
bonus eligable
Excellent Health and Dental Benefits
Company Pension plan
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