Executive secretary Jobs in Niagara Falls, ON

Job description :

Our client a well-established wealth management firm located in the Niagara Ontario region has partnered with St Amour to hire an Executive Assistant who will report directly to the owner.

About the Role

Join the team and play a key role in supporting advisors through client service, account management, and administrative excellence. If you are detail-oriented, highly organized, and thrive in a fast-paced financial services environment.

Key Accountabilities:

Client Support:

• Act as the first point of contact for clients — answering questions and addressing service needs
• Assist with account maintenance: updating client information, processing requests, executing transactions
• Schedule and coordinate client meetings, preparing necessary documentation and reports
• Respond promptly to client inquiries via phone, email, or in-person

Administrative Tasks:

• Manage the advisor's calendar including client appointments and conference calls
• Handle and prioritize incoming correspondence, distributing to appropriate team members
• Maintain accurate client records in CRM systems in compliance with regulatory requirements
• Prepare client reports, statements, and presentations for meetings

Compliance & Documentation:

• Ensure all documentation is properly filled out, signed, and filed to regulatory standards
• Stay updated on regulatory changes and work with compliance to ensure adherence
• Assist in preparing for audits and regulatory reviews

Account Management:

• Process account openings, transfers, NAAFs, and updates
• Handle trade order submissions under the direction of the Investment Advisor
• Monitor account activities for timely and accurate execution (EFT, cheque requests, PAC/SWP setup)
• In-kind and in-cash transfers; add client banking information to systems

Financial Planning Support:

• Support the advisor in developing financial plans, portfolio reviews, and investment proposals
• Gather and organize financial data and research for advisor review
• Prepare investment reports and analysis for clients

Office & Operational Support:

• Maintain daily filing, shred personal information, send branch correspondence
• Track and maintain petty cash; process bank deposits
• Oversee office inventory, supplies, and mail/courier distribution
• Schedule and coordinate Lunch & Learns for the branch
• Serve as liaison for vendors

Skills and qualifications :

Education & Licensing:

• Undergraduate degree strongly preferred
• Completion of Canadian Securities Course (CSC) and Conduct & Practices Handbook (CPH) — required
• Current registration as an Investment Representative (IR) is an asset
• Minimum 1.5–3 years of experience in a similar financial services role

Skills & Competencies:

• Expert proficiency in Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint)
• CRM / Salesforce and Power BI experience is an asset
• Strong knowledge of investment products, compliance rules, and trade processing
• Exceptional organizational and time management skills
• Excellent verbal and written communication skills
• Discretion and integrity when handling sensitive client information
• Proven ability to work collaboratively in a team environment
• Familiar with Fidelity Clearing Canada – Unified, U-Direct, U-Open, etc.