Administrative Associate

3 days ago

Toronto, Canada O'Shaughnessy Financial Full time

Role Description

The Administrative Associate will be responsible for the daily administrative operations in the office. This includes working closely with the Advisors, contributing to their success as much as possible by providing client service and general administrative duties along with team members.
- Takes ownership of greeting clients, daily office tidying up, general organization, preparing office for client meetings, inventorying and ordering needed supplies
- Follows specific administrative processes & guidelines to ensure deadlines are met
- Maintains compliance standards are met within the office
- Processes financial forms (deposits, switches, transfers, redemptions, etc.) and non-financial (change of beneficiary, banking, address, name, etc.) change request documentation
- Reviews office calendar and prepares office according to each meetings applicable needs
- Makes needed reservations and updates calendar and invites accordingly
- Scans and files all approved forms and maintains full branch client for investment/insurance business in accordance with compliance requirements
- Handles all incoming/outgoing mail and packages o Scanning client related materials into appropriate files and allocating items to necessary team members to handle
- Other special projects, as required

Qualifications and Competencies:

- Strong communication skills: oral and written, in a clear and concise manner
- Effective professional telephone tact and techniques; courtesy and patience
- Proficient in using Microsoft Outlook, Word, Excel (& PowerPoint), and possess the aptitude for learning additional industry-related software
- Work in a collaborative and effective team environment to set goals, resolve issues and make decisions
- Able to work independently and is a self-motivator
- Decision-maker with the ability to prioritize multiple tasks and manage interruptions, to assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization
- Ability to organize and develop a work schedule; independently monitors progress towards goals, and track details/data/information/activities
- Enjoys challenges and seeks for opportunity to improve

O’Shaughnessy Financial offers Health Spending account and personal days. If you’d like to join our team submit your information online and introduce yourself.

**Job Types**: Full-time, Permanent

Pay: $28,000.00-$38,000.00 per year

**Benefits**:

- Paid time off

Schedule:

- 8 hour shift
- Monday to Friday

**Education**:

- Secondary School (preferred)

**Experience**:

- administrative assistant: 1 year (preferred)
- receptionist: 1 year (preferred)

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