Administrative Assistant

At Raymond James, we develop, we collaborate, we decide, we deliver, and we improve together.

Raymond James Ltd. is Canada’s leading independent investment dealers offering high quality investment products and services to Canadians seeking customized solutions to their wealth management needs.

Administrative Assistant

How does the role impact the organization?

The primary role of the Administrative Assistant is to support a team of financial advisors to ensure that the team’s administrative function is managed efficiently and effectively. The position is responsible for scheduling, servicing client requests, preparing for client meetings, and ensuring client paperwork is up to date and accurate.

This is a supportive team environment which promotes personal career growth. Drawing on previous experience as an Administrative Assistant in a financial services firm, or upon a degree/diploma within Financial Management or Business Administration, you must have meticulous attention to detail, possess a positive attitude, and have exceptional interpersonal skills. The successful candidate must also be responsible, confident, self-motivated, and a team player.

What is the position responsible for?

• Foster and support client relationships by, responding to requests and demonstrating proactive problem solving;
• Support clients’ general day-to-day administrative requests in a timely and confidential manner;
• Handle incoming and outgoing phone calls with clients and respond to requests for information;
• Action general account maintenance requests;
• Be responsible preparing for client portfolio review meetings;
• Prepare client review presentations in PowerPoint.
• Use data to prepare progress charts, action plans;
• Ensuring client comfort at meetings, such as preparing room, offering drinks, arranging parking, providing directions and/or escorting clients from parkade;
• Assist with all marketing initiatives including social media (LinkedIn), and updating website content such as photos and articles;
• Work within client relationship software such as Dynamics CRM to maintain accurate records;
• Run standard daily and monthly reports, and additional reports as needed by team members;
• Updating and maintaining various spreadsheets and trackers;
• Prepare agendas for internal and external meetings;
• Be responsible for and support the team with paperwork, manage head office correspondence, and handle the account opening process for new clients;
• Offer vacation coverage to senior Sales Assistant;
• Support the Financial Advisors in growth of the overall business;
• Maintain files and other general office duties;
• Grow and take courses as required for regulatory purposes;

What can you expect from us?

Our most important investment is in people. Upon eligibility, Raymond James Ltd offers a competitive compensation and benefits package. Our benefits range from Health Benefits, RRSP Matching Program, Employee Stock Purchase Plan, Paid Time Off, Volunteer Days, Discretionary Bonuses, Tuition Reimbursement and many more! We also support internal promotion and community involvement.

What do we expect from you?

To qualify for this opportunity you possess:

• Knowledge of fundamental investment concepts, practices, and procedures used in the securities industry;
• Previous experience in administrative processes and procedures, including opening accounts, RRSPs, TFSAs, and corporate accounts;
• Compliance practices and regulations;
• Social media (eg. Facebook, Twitter, LinkedIn, blog posts, etc.);
• CRM (Customer Relationship Management) software and maintaining/improving CRM databases is an asset;
• Preparing presentations in PowerPoint;
• Online marketing tools including Google analytics, website assets, SEO, Facebook, LinkedIn, and Twitter is an asset;
• Website editing is an asset;
• Industry qualification as an IR, RR, or CFP is an asset;
• Dataphile is an asset.

Skill in:

• Microsoft Office with a willingness and ability to learn new applications;
• Organization, prioritization, and attention to detail;
• LinkedIn, Facebook, and Twitter; and
• Customer service and problem solving.

Ability to:

• Work within deadlines in a high-volume and demanding environment while maintaining a high level of service and an imperative attention to detail;
• Manage multiple deadlines and tasks;
• Work independently as well as collaboratively within a team environment;
• Display flexibility and willingness to assist others as required;
• Exercise tact and discretion in the handling of confidential information; and
• Communicate proficiently in French is an asset.

Educational/Previous Experience Requirements:

• Post-secondary education;
• A minimum of 3 years of industry related experience; and
• Experience in the investment brokerage, financial services, banking, or accounting industry is an asset.

Licenses and Certifications

• CIRO licensed is an asset.

How to set yourself a part?

• Previous experience using a CRM (Customer Relationship Management) software is an asset.

We encourage our associates at all levels to:

• Grow professionally and inspire others to do the same
• Work with and through others to achieve desired outcomes
• Make prompt, pragmatic choices and act with the client in mind
• Take ownership and hold themselves and others accountable for delivering results that matter
• Contribute to the continuous evolution of the firm

Salary Range: $45,000 - 50,000 annually, in addition to competitive performance bonuses/incentives.

Actual compensation will be determined based on skills, experience, internal equity, and other job requirements.

This posting is for an existing vacancy.

At Raymond James – we honor, value, respect the uniqueness, experiences, and backgrounds of all of our Associates. When associates bring their best authentic self, our organization, clients and communities thrive, it is part of our people-first culture. The Company is an equal opportunity employer and makes all employment decisions on the basis of merit and business needs.

Here at Raymond James we demonstrate our commitment to ensuring equal opportunities for all candidates. To request accommodations, candidates are instructed to contact Human Resources via email at [email protected]. By reaching out to this email address, candidates can communicate their specific requirements and discuss the necessary accommodations they may need to participate fully in the recruitment process.

We may use automated or AI-enabled tools to support parts of our recruitment and screening process, including screening, assessing or selecting applicants where applicable. These tools help us review applications efficiently, but they do not replace human decision-making.