Administrative Assistant

3 days ago

Dorval QC, Canada Groom & Associés Associates Full time

Position Overview We are seeking a detail-oriented, autonomous Administrative Assistant with strong customer service instincts. This role combines core administrative duties with light executive-support responsibilities, including proactive calendar management, operational client follow-ups, and improving the processes. You will play a key role in ensuring the smooth operation of the team, the quality of the client experience, and the overall efficiency of the advisors. Your Responsibilities Administrative Support & Operations Support financial advisors in all administrative, client-service, and business-development activities. Complete, verify, and submit account-opening forms and related documents. Perform data checks and operational tasks (transfers, cheque deposits, requisitions, mail processing, RRSP contributions, etc.) in compliance with internal policies. Produce and format client documents with attention to clarity, quality, and presentation. Handle client inquiries, conduct research when needed, and ensure timely follow-ups for a seamless client experience. Client Relations Manage incoming calls, respond to client questions, and ensure follow-up when required. Reach out to clients for administrative updates or appointment scheduling. Support the preparation and execution of client-communication initiatives. Executive-Style Responsibilities Maintain and proactively manage advisors’ calendars; schedule meetings, coordinate logistics, and streamline workflows. Organize internal and external meetings, including preparation of required documentation. Suggest improvements to enhance operational and administrative efficiency. Technology & Tools Work with Word, Excel, Outlook, Teams, SharePoint, and CRM Dynamics. Update internal databases and contribute to the optimization of collaboration tools. Desired Profile Strong organizational skills and ability to manage multiple priorities. Proactive mindset with the ability to anticipate needs and act autonomously. Excellent professionalism, discretion, and work ethic. Strong interpersonal skills and dedication to high-quality customer service. Adaptability and a collaborative attitude within a fast-paced team environment.

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