Company: T.E.A.M. Financial Solutions
Location: Team Ranch, 1830 Kressler Road, Waterloo, Ontario
Employment Type: Full-time, in-office
Hours: Monday to Friday, 8:30 a.m. to 4:30 p.m.
Compensation: Competitive salary, benefits and performance incentives, based on experience and licensing
The Opportunity
We are looking for a professional, organized and personable Administrative Assistant to join our team. This position combines financial services administration, client communication and reception responsibilities. The successful candidate will help support our advisors and service team while also helping ensure that every client feels welcomed, recognized and well cared for from the moment they arrive. This is an excellent opportunity for someone who enjoys working with people, takes pride in being organized and wants to build a meaningful career within the financial services industry.
Key Responsibilities
- Administrative and Advisor Support
- Reception and Office Support
- Welcome clients and visitors and help create an exceptional first impression
- Answer and direct incoming telephone calls
- Appointment scheduling, calendar coordination and meeting preparation
- Receive deliveries, manage incoming and outgoing mail and coordinate courier requests
- Help maintain an organized, professional and welcoming reception and meeting environment
- Prepare meeting rooms and assist with client hospitality
- Prepare meeting materials, client agendas, reports and follow-up correspondence
- Maintain organized electronic and physical client records
- Provide daily administrative support to financial advisors and other members of the team
- Prepare, process and track investment applications, forms and supporting documentation
- Assist with account openings, transfers, deposits, withdrawals and other client service requests
- Monitor outstanding requirements and ensure tasks are completed accurately and on time
- Update Salesforce, internal systems and client databases
- Support compliance procedures and ensure documentation meets regulatory and company requirements
- Client Service and Communication
- Respond to client inquiries by telephone and email in a timely and professional manner
- Communicate with clients regarding forms, signatures, appointments and outstanding information via phone and email
- Coordinate follow-up items after client meetings
- Build positive and professional relationships with clients, team members and external partners
- Handle confidential and sensitive information with discretion
- Receive deliveries, manage incoming and outgoing mail and coordinate courier requests
- Assist in cleint events and promotions
- Any other job duties at the sole discretion of the company to better the business needs
Qualifications
- Previous experience in an administrative, client service or financial services position is preferred
- Strong organizational skills and exceptional attention to detail
- Ablity to work in a fast pace environment
- Professional and welcoming communication style
- Excellent verbal and written communication skills
- Ability to manage multiple priorities and follow tasks through to completion
- Strong judgement, discretion and respect for confidentiality
- Confidence using Microsoft Outlook, Word and Excel
- Experience with Salesforce or another CRM system is an asset
- Ability to work both independently and collaboratively within a close-knit team
Licensing Requirements
The successful candidate must either already hold a recognized Canadian mutual fund registration or course qualification; or be willing and able to complete the required mutual fund licensing course within an agreed upon period following their start date.
T.E.A.M. Financial Solutions will provide support and guidance throughout the licensing process, but self-study would take place after business hours. Cost associated for the courses will be reimbursed upon successful completion.
Holding a Life Licence Qualification Program (LLQP) licence is considered a strong asset but is not required.
The Person We Are Looking For
Our ideal candidate is someone who:
- Genuinely enjoys helping people
- Positive outlook and demeaner
- Notices the small details that make a big difference
- Communicates professionally and follows through on commitments
- Can comfortably move between client-facing responsibilities and detailed administrative work
- Remains calm and organized when priorities change
- Is curious, willing to learn and interested in growing within financial services
- Understands that every role on a small team contributes directly to the client experience
What We Offer
- A professional, supportive and collaborative working environment
- Comprehensive group benefits
- Performance based incentives
- Paid vacation and personal time
- No regular evening or weekend hours
- On-site parking
- Ongoing education, training and licensing support
- Opportunities to grow professionally within the financial services industry
- A unique workplace located at Team Ranch in Waterloo
How to Apply
Please submit your résumé and a brief cover letter explaining in point form:
- Why this position interests you
- What you believe creates an exceptional client experience
- Whether you currently hold a mutual fund or life insurance licence
Applications may be sent to Kelly-Anne Klinck at [email protected] with the subject line: Administrative Assistant Application – T.E.A.M. Financial Solutions
We thank all applicants for their interest. Only candidates selected for an interview will be contacted.
Pay: From $45,000.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
Work Location: In person
