Administrative Assistant

1 week ago

Montreal, Quebec, Canada iA Private Wealth Full time

Administrative Assistant – iA Private Wealth

Position Overview

The Administrative Assistant plays a key role in supporting the day-to-day operations of a fast-paced wealth management practice. This position ensures advisors are organized, clients receive exceptional service, and the office runs efficiently. The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities while maintaining a high level of professionalism and confidentiality.

Key Responsibilities

Advisor Support & Office Coordination

  • Manage and maintain advisors' calendars, including scheduling internal meetings and coordinating availability.
  • Prepare meeting materials, reports, and documentation ahead of client and advisor appointments.
  • Assist with workflow tracking, follow-up tasks, and deadlines to ensure timely completion of advisor directives.

Client Service & Relationship Management

  • Serve as the first point of contact for incoming calls, emails, and office visitors.
  • Provide high-quality customer service by addressing client inquiries, resolving issues, and directing requests to the appropriate advisor or team member.
  • Maintain a warm, professional, and service-oriented tone in all client interactions.

Administrative & Operational Support

  • Handle data entry, document management, compliance-related tasks, recordkeeping, and CRM updates with accuracy.
  • Process paperwork related to client accounts (onboarding forms, updates, transfers, etc.) as needed.
  • Support office operations such as mail distribution, supply ordering, scanning, filing, and general administrative tasks.

Qualifications

  • Previous administrative or client service experience; financial services or wealth management experience preferred.
  • Strong organizational and time-management skills with the ability to multitask in a dynamic environment.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite; experience with CRM systems (e.g., Salesforce, Redtail, or similar) is an asset.

Work Environment

  • Full-time, in-office or hybrid.
  • Collaborative team setting with frequent interaction with advisors, clients, and internal partners.
  • Opportunities for growth and development within the firm.

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