Administrative Assistant to Portfolio Manager

4 weeks ago

Ottawa, Canada Brandenburg Full time

**Position Overview**

We are seeking an Administrative Superstar to join the team in our downtown Ottawa office.

**Duties & Responsibilities**
- Portfolio Manager and Advisor Support:

- Assist the Portfolio Manager and Advisor(s) in preparing account documentation including client reviews, presentations, correspondence and reports
- Scheduling and rescheduling appointments

**Client Service**:

- Foster and support client relationships
- Respond to requests for information from clients
- Investigate and resolve inquiries related to accounts and portfolios
- Request information and documentation from clients in order to open accounts and keep client files up to date
- Follow up on client trades to ensure proper settlement and delivery

**Documentation**
- Preparing and maintaining new and existing client files
- Record Keeping for new accounts and account activities
- Completing and following up on trades and account opening
- Following up with clients for missing documentation or information
- Preparing and sending transfer documents to our back office support team, and following up as needed/appropriate

**Administration**:

- Maintain expense records and spreadsheets
- Filing and general administrative office duties as required
- Adhere to professional practices and standards, as well as internal processes and controls
- Ensures that all client information is entered in the CRM

**Compliance/Regulatory**
- Sending all required documentation and communication to the back office, including documentation on:

- Account openings & account maintenance
- Investment transactions
- Following up on any compliance deficiencies

**Skills**
- Meticulous attention to detail
- Superior client relationship management skills
- Demonstrate a professional and friendly manner
- Excellent verbal and written communication skills in English (French an asset)
- Relevant experience in the financial sector and/or administrative experience
- Excellent proficiency with Microsoft Office particularly Word, Excel and Outlook
- Strong organizational skills
- Ability to prioritize, multitask, work within time constraints and follow-up
- Ability to work in a team environment
- Ability to quickly learn new technologies and programs

**Qualifications**
- Professional Experience - Minimum 3-5 years in an Advisor/Client support role in a Financial Services firm. Investment Management experience is required. Alternate comparable experience will be considered.
- Insurance experience is an asset
- Education Requirements & Industry Knowledge - Post secondary diploma or degree in business, finance, economics or other related discipline. Completion of or working towards completion of the IFIC, CSC and/or CPH is preferred but not essential.
- Relationships - Able to foster and maintain excellent relationships with clients, advisors, branch support staff, Head Office staff and other key stakeholders.
- Communication - Excellent client service skills are required. Ability to anticipate client needs and timely follow up is expected.
- Organizational skills and time management - Able to multi-task, prioritize and should be comfortable working in a fast-paced environment.
- Computer software - Must have excellent knowledge of Office365, PowerPoint, Word, Outlook, Excel, and SharePoint.

In your cover letter, describe why you feel you would be a great fit for this position and our organization.

We require applicants to complete a background verification process prior to commencing employment with the company, including but not limited to a credit and criminal record check.

**Salary**: $50,000.00-$65,000.00 per year

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus pay

Ability to commute/relocate:

- Ottawa, ON: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 2023-01-18

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