Administrative Assistant

Administrative Assistant – Wealth Management and Financial Services

Location: Saint-Lambert, Quebec

About the Position

We are looking for an experienced administrative assistant in the financial services field to join our office in Saint-Lambert.

Our practice is primarily focused on wealth management, investments, and financial planning, as well as personal insurance needs of our clients.

We are seeking a person who is organized, autonomous, professional, and especially comfortable communicating with clients, both by phone and email.

This position combines the administration of financial files, customer service, and proactive management of the advisor's schedule. The person we are looking for must enjoy talking to people and be comfortable taking the initiative to call clients and potential clients.

Main Responsibilities

• File management and support for the advisor
• Prepare and follow up on client files;
• Perform administrative follow-ups related to investment accounts;
• Prepare the necessary documentation for meetings and transactions;
• Follow up on transfers of investments between financial institutions;
• Ensure follow-ups related to account openings, contributions, withdrawals, and other administrative requests;
• Follow up with mutual fund companies, financial institutions, and suppliers;
• Participate in the preparation and follow-up of insurance files;
• Manage documents, electronic signatures, and client files;
• Keep client files up to date;
• Participate in the improvement and automation of our administrative processes.
• Schedule Management and Client Communication

An important part of the position will be dedicated to the proactive management of the advisor's schedule.

The person will be called upon to:

• Manage and optimize the advisor's schedule;
• Communicate with clients to schedule follow-up meetings;
• Make reminders and phone follow-ups;
• Recontact clients when an action or meeting is necessary;
• Coordinate appointments and ensure confirmations;
• Maintain a follow-up calendar so that clients are contacted at the right time.
• Appointment Setting with New Clients

The person will also need to be very comfortable on the phone with new people.

They will be called upon to:

• Communicate with potential clients and references;
• Make follow-up calls with prospects who have shown interest in our services;
• Briefly and professionally present our firm and our approach;
• Ask a few questions to understand the potential client's needs;
• Schedule a first meeting with the advisor;
• Make the necessary follow-ups when a prospect has not yet scheduled an appointment.

We are not looking for a call center or high-pressure sales approach. We are rather looking for someone who has an excellent relational approach, who is able to quickly build trust, and who is comfortable taking the phone to generate appointments.

Desired Profile

Requirements

• Minimum of 2 years of experience in the financial services field, ideally in wealth management, investments, mutual funds, securities, banking services, or insurance;
• Excellent telephone communication skills;
• Be naturally comfortable calling clients and new clients;
• Have a professional, warm, and dynamic personality;
• Be able to take the initiative rather than wait for instructions on each follow-up to be performed;
• Good understanding of different types of accounts and financial products: REER, CELI, FERR, REEE, unregistered accounts, etc.;
• Excellent organizational and follow-up skills;
• Great attention to detail;
• Autonomy and sense of responsibility;
• Ability to manage multiple files simultaneously;
• Excellent customer service;
• Very good mastery of spoken and written French;
• Good comfort with computer tools and digital environments.
• Important Assets
• Experience as an assistant to a financial advisor, investment advisor, or wealth manager;
• Experience with a collective savings broker, securities firm, financial institution, or financial services firm;
• Experience in appointment setting, business development, or prospect follow-up;
• License or training in the field of mutual funds, securities, or personal insurance;
• Knowledge of compliance processes related to financial services;
• Experience with trading platforms and CRM systems;
• Experience in life insurance, disability, or serious illness insurance.

A candidate already holding licenses in the financial industry will be particularly interesting, but this is not a requirement.

The Person We Are Looking For

We are looking for someone who loves both people and organization.

You are probably an excellent candidate if you are the type of person who:

• Picks up the phone more easily than always preferring email;
• Enjoys talking to clients and building a relationship with them;
• Is comfortable contacting someone they do not know yet;
• Has a good energy and inspires confidence on the phone;
• Enjoys having a well-filled and well-organized schedule;
• Makes follow-ups without constantly needing to be reminded;
• Notices when a document, information, or follow-up is missing;
• Is comfortable with a professional and wealthy clientele;
• Enjoys working in a small team where their work has a concrete impact;
• Wishes to commit long-term and evolve with a growing practice.

Why Join Us?

You will have the opportunity to work directly with an advisor in a growing practice, primarily focused on wealth management and long-term financial guidance for clients.

This position offers much more than a traditional administrative role. You will participate directly in the organization of the practice, the client experience, and the development of the firm.

We wish to build a lasting working relationship with our future administrative assistant and allow them to gradually take on more responsibilities according to their skills, experience, and interests.

How to Apply

Please send us your resume and a short message presenting your experience in the financial services field.

In your application, do not hesitate to specify:

• the firms or financial institutions you have worked with;
• the platforms and software you are familiar with;
• the licenses or training you hold;
• your experience in customer service and telephone appointment setting.
• Salary: $21.07 to $31.37 per hour
• Hours: 25.0 to 40.0 hours per week

Benefits

• Paid vacation
• On-site parking
• Location: On-site