Administrative Assistant

We are seeking a proactive and detail-oriented Administrative Assistant to join our team and support both our Executive Assistant and Financial Advisors. This role plays a key part in keeping our office organized, efficient, and running smoothly. If you enjoy being the “go-to” person, managing multiple priorities, and creating order in a fast-paced environment, this is a great opportunity to grow your career in the financial services industry.

As the Administrative Assistant, you’ll take the lead on coordinating daily office activities, managing correspondence, organizing digital files, and supporting client onboarding. You’ll work closely with advisors and our Executive Assistant to ensure schedules, documentation, and workflows run smoothly.

This position is ideal for someone who is tech-savvy, thrives in a role with variety, and enjoys adopting new digital and AI-powered tools to make work more efficient.

What You’ll Do

• Support the Executive Assistant and Advisors in managing day-to-day office operations.
• Coordinate and maintain schedules, appointments, and meeting bookings for advisors and leadership.
• Manage incoming and outgoing correspondence, including email, mail, and internal communications.
• Maintain structured electronic filing systems with attention to accuracy, confidentiality, and data integrity.
• Prepare new client files and ensure documentation is complete and organized.
• Assist with processing trade transactions during peak periods.
• Update client information and maintain consistency across multiple systems (e.g., Equisoft CRM, Microsoft Office, Dataphile, LifeGuide).
• Generate basic insurance quotes and support proposal creation.
• Identify opportunities to streamline processes and leverage digital tools to improve efficiency.
• Handle general troubleshooting and provide support wherever needed to keep operations running smoothly.
• Proactively adopt and champion new digital and AI-powered tools to improve efficiency and productivity across the team.
• Perform other office and administrative duties as required.