Office Manager/executive Assistant - Toronto, Canada - Flatiron Wealth Management Inc

Description

About us
As a growing finanancial firm in Toronto.

We provide a professional level of care to our clients with expertise, thoughtful service with a fiduciary level duty of care.

Adding to our team:
Office Manager / Executive Assistant

The Office Manager / Executive Assistant at our firm plays a key role as the front of house and ensures the office runs smoothly for our clients, support team, and advisors.

This great organizer, communicator, influencer, and enthusiastic person will support the vision, positive culture, and team spirit.

The role of this position is to engage and support the overall success of many different projects and initiatives by working side-by-side with our advisors and support team.

The role focuses on team success, client onboarding, client success, and project managing assignments.


Our work environment includes:

• Unique office setting
• Training & development opportunities
• Team building & engagement opportunities
• Transformative & Collaborative management style

ESSENTIAL RESPONSIBILITIES

Office Operations

• Ensuring a highfunctioning office that is organized with office operations and procedures.
• Point person for maintenance, managing relationships with IT, property manager, vendors, mailing, shipping, supplies, equipment, bills, and errands.
• Maintain a safe, secure, and pleasant work environment.
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.
• Coordinate office staff activities to ensure maximum efficiency ensuring office operations and procedures

Client Engagement

• Ensure clients are taken care of promptly and professionally.
• Facilitate in solving client needs and elevating client experience, leaving them feeling supported and valued.
• Build, update, and retain Client Relationship Management (CRM)
• Support core case requests by completing cases for core clients.
• Name documents according to company protocol and assist in adhering to compliance rules by saving paperwork to the appropriate client file, while maintaining segregation between multiple client entities
• Send paperwork to clients using the electronic signature system while adhering to the Custodian's compliance rules pertaining to electronic signatures.
• Send outbound paperwork to clients using courier, postal system, or gift vendors, dependent upon request.
• Ensuring client meetings and events are positive, personal, memorable, and referrable.

Team Support Optimization

• Overview support of the general inbox
• Ensure the team is ready and prepped for upcoming client meetings.
• Ensure CRM is properly used and maintained by all in the office.
• Other responsibilities as dictated by the needs of the business in areas of sales, client service, and administration.
• Provide support to Service Team and Advisory Team as required.

Advisory

• Calendar Scheduling using Calendly and Outlook
• Update CRM with client data and work through the client process
• Support client initiatives, statements, and portfolios for various types of investment accounts (i.e., Registered and Non-Registered Accounts, Corporate, and Trust Entities)

Compliance

• Follow compliance standards and protocols.
• Manage and oversee the compliance annual review process.

Experience and Education:

• Office Administrative Experience
• Preferred
• Completion of CSC
• 23 years of experience in a financial services firm
• Experience with Securities, Investments, and Insurance a plus
• Experience working with Custodian Platforms (NBIN, Fidelity, TD, etc.)

Skills and Knowledge:

• Strong communicator and ability to handle the phone.
• Strong organizational and time management skills
• Strong computer skills and proficiency in Microsoft Office Suite required, CRM.
• Desire to own and oversee the office space.
• Client service experience with excellent communication skills
• Verbal, written, and listening.
• Knowledge of Broker-Dealer and Investment Advisory regulations a plus
• Demonstrates personal integrity, honesty, and can deal with confidential information
• Ability to deal with stress in an everchanging industry.
• Excellent time management and strong organizational skills,
• Ability to prioritize multiple tasks and anticipate potential problems.

Job Types:
Full-time, Permanent


Salary:
From $60,000.00 per year


Benefits:

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• Paid time off
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Toronto, ON M5E 1C9: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Work Location:
In person