Administrative Assistant

Raymond James•Montreal, QC

20d•CA$50,000 - CA$55,000

About The Position

The Administrative Assistant plays a key role in ensuring the smooth daily operation of our high–net worth wealth management practice. This role supports the advisory team by providing professional client service, precise administrative execution, CRM management, and consistent coordination of client communications and meetings. The ideal candidate will have at least 2 years of previous experience, ideally in a financial services firm, as well as excellent communication skills, attention to detail, and the ability to handle multiple tasks and prioritize effectively. The candidate should also be comfortable working in a fast-paced, dynamic environment and be able to adapt to changing needs and priorities.

Requirements

Minimum 2 years of administrative experience
Post-secondary education.
Strong proficiency with Microsoft 365 (Outlook, Excel, Word).
Excellent communication skills—both written and verbal (English and French)
Strong attention to detail, accuracy, and ability to manage multiple priorities.
Team oriented with professionalism and courtesy
Warm, polished, and professional client-service approach suitable for high–net worth clientele.

Nice To Haves

Experience in a financial services or office administration environment preferred.
Experience with Microsoft Dynamics CRM (or another CRM system) is an asset.
Completion of the Canadian Securities Course (CSC) is an asset.

Responsibilities

Greet clients upon arrival; offer refreshments and maintain a warm, professional experience.
Handle all incoming and outgoing telephone calls professionally, forward or take messages as appropriate.
Prepare meeting rooms: set up materials, ensure cleanliness before/after all appointments.
Coordinate and send client birthday acknowledgements and milestone touchpoints.
Schedule client reviews and other meetings; coordinate room bookings and Zoom invitations.
Maintain accurate calendars for advisors and ensure all meeting materials are prepared and delivered in advance.
Maintain accurate client records, notes, and task tracking in Dynamics.
Support follow‑up workflows for client engagement and service sequencing.
Run proactive call rotations or reminders where required.
Manage quarterly physical mailings to clients, including printing, packaging, and mailing.
Manage quarterly electronic mailings to clients, including uploading documents and email distribution.
Process inbound/outbound mail daily (Canada Post, FedEx, courier).
Maintain inventory of stationery, mail materials, and office supplies.
Update newsletter distribution lists monthly on Constant Contact
Scan, name, and electronically file client documentation in shared drive.
Submit documents to relevant internal operations teams and follow up as needed.
Support tax season by scanning and organizing T-slips and tax-related client files.
Maintain confidentiality and compliance with all firm policies and regulatory requirements.
Provide backup support to administrative team when needed.
Handle expenses, including managing expense reports and reconciling company credit card statements.