Administrative Assistant, Financial Services

About Us

We are an independent financial advisory practice operating within DFSIN (Desjardins Financial Security Independent Network), working primarily with high-net-worth individuals and business owners, specializing in retirement and estate planning. The practice is led by Deborah Williams CFP, CLU, an independent advisor affiliated with DFSIN. We are a small, high-performing team that takes pride in delivering exceptional client service and thoughtful financial guidance tailored to every stage of life.

We're looking for an Administrative Assistant who is reliable, detail-oriented, proactive, and excited to be part of a Team that genuinely cares about their work and the people they serve. This is a full-time continuing position designed for someone looking to grow long-term within a financial services practice.

Why You'll Love Working with Us

• A close-knit, supportive team culture.
• No sales targets, your job is to support the advisors so they can focus on serving clients and growing the business.
• A self-motivated leader who invests in long-term Team members and values loyalty; demonstrated work ethic.
• Opportunities to grow professionally.
• Your work has real impact; your attention to detail and client care directly improves client relationships.
• Strong annual bonus potential.

About the Role

As an Administrative Assistant, you'll support our growing financial advisory practice within the DFSIN network. In this role, you'll be the backbone of our daily operations, responding to client inquiries, preparing and processing financial documents, keeping client records up to date, and helping the Team stay organized and on track. You'll take ownership of core administrative and client service functions, allowing the advisory team to focus on delivering high-quality financial guidance.

This position is a great fit for someone who is detail-oriented, reliable, and enjoys being part of a small, supportive team where your work truly makes an impact.

What You'll Do

• Serve as a primary point of contact for clients by answering calls and responding to emails promptly and professionally.
• Prepare and process documentation for mutual funds, segregated funds, GICs, and insurance transactions.
• Meet daily trade cut-off times with accuracy and attention to detail.
• Support new client onboarding and ongoing client servicing needs.
• Maintain up-to-date client records and CRM data.
• Assist with follow-up, tracking, and internal coordination for marketing or client outreach initiatives.
• Work closely with advisors, branch personnel, and head office partners.
• Contribute to process improvements as the Team transitions to enhanced systems.

What We're Looking For

• A positive attitude and strong work ethic.
• Comfortable with Microsoft Office and learning new systems.
• Ability to handle multiple tasks in a fast-paced environment.
• In-office attendance required.
• 2–3 years of professional administrative or office experience; experience in financial services is a strong asset.
• Strong professional English communication skills (written and verbal).
• Comfortable working independently and taking ownership of responsibilities.
• Detail-oriented, reliable, and deadline-driven.
• Familiarity with mutual funds, GICs, segregated funds, and/or insurance.
• IFIC and/or LLQP licensing or interest in pursuing licensing considered an asset.

Career Fit and Growth Path

This role is best suited for someone who values administrative excellence and is interested in growing within a financial services support role.

We are open to candidates who are curious about the financial advisory path, provided they are genuinely committed to mastering the administrative role first and contributing meaningfully to the Team. Candidates seeking a short-term position or a quick transition into unrelated career paths may not find this role to be the right fit.

This role offers competitive compensation with meaningful bonus potential and a clear earnings growth path for high performers who take ownership and grow with the business.

Success in this role comes from consistency, accountability, and pride in a job well done both independently and as an integral part of the Team.

How to Apply

If you are dependable, detail-oriented, and want to be part of a small team where your work truly matters, we'd love to hear from you. Please send your resume and a brief note explaining why you feel this role is the right fit for you.

Accommodations

Accommodations are available upon request for candidates participating in the selection process. Please let us know if you require any specific accommodations.

Equal Opportunity Statement

This financial advisory practice is committed to fostering an inclusive and respectful workplace. We welcome applicants of all backgrounds and do not discriminate on the basis of race, colour, creed, religion, sex, pregnancy, national origin, ancestry, citizenship status, age, marital or partnership status, sexual orientation, gender identity or expression, disability, genetic predisposition, veteran or military status, or any other status protected by applicable law.