Receptionist + Administration (Including Marketing)
We are looking for a highly organized, detail-obsessed, and proactive professional to join our team full-time in a hybrid administrative and marketing role.
This is not a typical receptionist position. You will be the first impression of our firm and a key driver of our brand presence—both in-person and online.
Ask yourself:
- Do missed deadlines and sloppy work genuinely bother you?
- Do you instinctively proofread everything—twice?
- Can you take initiative, identify inefficiencies, and fix them without being asked?
- Are you equally comfortable speaking with clients and crafting a polished social media post?
If you’re known for your precision, ownership, and ability to make things run smoothly—this role will suit you well.
About the Role
You will play a central role in two critical areas of our business:
- Client experience and administrative excellence
- Digital presence and brand communication
You will work closely with advisors while also owning key marketing execution responsibilities. This is an opportunity to build a skill set across operations, client service, and content marketing within a growing financial planning and insurance firm.
What a Day Looks LikeClient Service & Administration
- Set up accurate and complete client/prospect files
- Prepare professional, computer-generated illustrations and proposals
- Track and manage pending applications and follow-ups
- Communicate with underwriting, financial institutions, and medical offices
- Manage documentation, applications, and investment-related activity
- Maintain meticulous and up-to-date client records
- Track outstanding requirements and ensure nothing falls through the cracks
- Handle inbound calls, messages, and front-desk reception duties
- Maintain a polished, professional client environment
- Handle confidential information with discretion and tact
Marketing, Social Media & Communications
- Manage and execute the firm’s social media presence (LinkedIn, Instagram, etc.)
- Create and schedule weekly/monthly content aligned with business goals
- Draft and distribute client newsletters and email communications
- Coordinate content ideas with advisors (financial education, insurance insights, firm updates)
- Ensure all content is compliant, accurate, and professionally written
- Track engagement and suggest improvements to grow reach and brand visibility
- Maintain consistency in voice, tone, and branding across all communications
Who You Are
- Relentlessly organized and detail-oriented
- Able to manage multiple priorities without losing accuracy
- Professional, composed, and confident in client-facing situations
- A clear and effective communicator—written and verbal
- Comfortable working independently and taking ownership of outcomes
- Naturally proactive—you don’t wait to be told what to fix
- Able to handle feedback, adapt quickly, and continuously improve
- Highly trustworthy and discreet with sensitive information
Core Skills & Competencies
- Strong written communication (this role includes drafting public-facing content)
- Excellent time management and prioritization
- Professional phone and client interaction skills
- High proficiency in Microsoft 365 (Excel, Word, Outlook, PowerPoint, OneDrive)
- Ability to learn new systems and tools quickly
- Familiarity with social media platforms and basic content scheduling tools
- Strong sense of accountability—you follow things through to completion
Preferred Qualifications
- Experience in administrative or office coordination roles (1+ year preferred)
- Experience in financial services, insurance, or investments is an asset
- Experience with social media management, content creation, or email marketing
- Understanding of compliance-sensitive industries is a strong advantage
What Makes This Role Different
- You are not “just” handling reception—you are building and maintaining the firm’s public presence
- You will develop skills across operations, marketing, and client experience
- You will work directly with decision-makers and see the impact of your work
- High performers in this role can grow into expanded responsibilities over time
Compensation & Benefits
- Full-time position
- Health Spending Account
- Disability insurance
- Life insurance
- Employee assistance program
- RRSP match
To Apply
Please submit:
- Your resume
- A brief cover letter
- Three references
We welcome all applicants; however, only those selected for an interview will be contacted.
Pay: From $18.00 per hour
Benefits:
Work Location: In person
