Administrative Assistant

Description
Department Overview
The Wealth Advice Centre at iA Private Wealth takes a personalized and comprehensive approach to wealth planning, investment management, and protection for clients. Operating primarily through virtual and digital channels, our team is dedicated to helping clients achieve their financial goals with expert advice and exceptional service. Serving clients across Canada, we prioritize client relationships, professional solutions, and team excellence, leveraging our strong history in wealth management for continued success. Join us for a fulfilling career where engagement and satisfaction are paramount.

Job Description
We are seeking a dedicated professional to join our team as an Administrative Assistant at the iA Wealth Advice Centre. In this integral role, you will be responsible for providing essential administrative support and client service coordination to our team of Advisors and Associate Advisors. Your contributions will focus on enhancing operational efficiency, ensuring regulatory compliance, and delivering exceptional service levels to our clients in line with our personalized and comprehensive approach to wealth planning and investment management. Operating primarily through virtual and digital channels to serve clients across Canada, this role offers a unique opportunity to engage in a dynamic and fast-paced environment where client relationships, professional solutions, and team excellence are central to our continued success. If you are motivated to advance your career within the financial services industry, embracing growth opportunities and cultivating essential skills, we invite you to join our team and play a pivotal role in supporting our clients and contributing to the achievement of our organizational goals.

Join our dynamic team to embark on a rewarding career journey and contribute to the growth and success of our clients and firm.

Major accountabilities include:

• Respond promptly and effectively to client inquiries and requests on the phone queue and team inbox.
• Provide knowledgeable and precise service to clients to meet their needs effectively.
• Schedule client-advisor meetings and facilitate the transition of client relationship.
• Support Advisors with meeting preparations, forms completion and any additional requests.
• Ensure accuracy and up-to-date information in client accounts and documentation.
• Stay up to date with regulatory rules and changes in the investment industry.
• Follow up with clients on missing documentation required.
• Maintain client files and information on the appropriate systems.
• Document all client interactions and transactions accurately.
• Resolve issues and process client transactions expediently and accurately, escalating issues to the Director when necessary.
• Ensure compliance of team policies and procedures.
• Collaborate with business partners and independent advisors to enhance client service and offerings.
• Share knowledge and best practices to promote a collaborative and supportive work environment.
• Coordinate tracking spreadsheets and follow-up on action items to drive team productivity and cohesion.
• Drive continuous improvement initiatives within the branch operations, suggesting and implementing efficiencies to enhance workflow and service delivery.
• Maintain various programs offered by the branch, ensuring internal tracking and records management.
• Provide explanations and guidance on the branches programs to interested participants.

Qualifications:

• Excellent communication skills, both written and verbal.
• Demonstrated ability to maintain a professional and engaging telephone manner, ensuring productive client conversations.
• Strong organizational skills to manage administrative tasks and branch operations efficiently.
• Proven ability to take initiative and work autonomously when required, demonstrating a proactive approach to tasks.
• Capable of meeting deadlines and achieving set targets in a fast-paced and dynamic work environment.
• Sound understanding of industry and firm compliance regulations, with a commitment to upholding ethical standards.
• Effective time management skills to manage and prioritize multiple tasks and competing priorities.
• Proficiency in Microsoft Office Suite, including Excel, Word, and PowerPoint, for data management, reporting, and organizational tasks.

Education and Accreditations:

• Canadian Securities Course (CSC) completed or willing to complete within 1 year.