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Added 2 mins ago
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Dawn Recruiting Agency

Administrative Assistant

Waterloo, ON, Canada

Pay: $80,000 to $110,000 CAD / year
Job type: Full-time
Apply by: Oct 29, 2026
Posting language: English
Posted: Sep 29, 2026

Apply About employer

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Original job description

About the Company

We are hiring a Senior Administrative Assistant to support a well-established and highly successful Investment Advisory practice.

About the Role

The Senior Administrative Assistant is responsible for managing the full spectrum of client account administration, transaction processing, account transfers, and regulatory documentation within this high-volume Investment Advisory practice. This is a key position and the operational backbone of the practice. The successful candidate will support complex client transactions and provide exceptional service to high-net-worth clients.

Responsibilities

Client Account Administration
Open new client accounts and maintain account documentation.
Process account transfers, including incoming and outgoing assets.
Manage client requests and account updates.
Coordinate RESP withdrawals, RRIF payments, estate settlements, and other account transactions.
Ensure all documentation is complete, accurate, and compliant.

Trade and Transaction Processing
Process client trade instructions accurately and efficiently.
Handle cash withdrawals, deposits, transfers, and journal requests.
Monitor transactions through completion and resolve any discrepancies.
Liaise with internal operations teams and external financial institutions.

Compliance and Regulatory Administration
Maintain compliance documentation and client records.
Review new account applications for completeness and regulatory requirements.
Ensure adherence to CIRO and firm compliance standards.
Prepare and submit regulatory and compliance-related paperwork.
Support audits, reviews, and compliance inquiries.

Client Service Excellence
Act as a primary point of contact for clients.
Respond to client inquiries regarding accounts, transactions, and documentation.
Build strong, trusted relationships with clients through professional and proactive service.
Handle sensitive and confidential client information with discretion.

Office Operations Leadership
Serve as the senior administrative resource within the practice.
Identify opportunities to improve processes and efficiencies.
Provide guidance and support to junior administrative staff as required.
Ensure smooth day-to-day operations of the advisory practice.

Qualifications

Canadian Securities Course (CSC) certification

Required Skills

7 or more years of experience supporting an Investment Advisor, Financial Advisor, Portfolio Manager, or Wealth Management team
Extensive experience with account transfers, trade processing, RESP, TFSA, RESP, RRIF withdrawals, estate administration, compliance, and regulatory documentation
Strong understanding of wealth management operations and investment industry regulations
Exceptional attention to detail and organizational skills
Experience with Salesforce or ADP is an asset

Preferred Skills

Experience with Salesforce or ADP is an asset

Apply About employer

More about this job

Responsibilities

Manage client account administration, transfers, trades, withdrawals, deposits, estate transactions, and regulatory documentation for a high-volume investment advisory practice. Serve as a primary client contact, support compliance and audits, and help improve office operations while providing guidance to junior administrative staff.

Requirements

Requires a Canadian Securities Course (CSC) certification and at least seven years of experience supporting an investment advisor, financial advisor, portfolio manager, or wealth management team. Candidates should have extensive experience with account transfers, trade processing, registered account transactions, estate administration, and compliance documentation; Salesforce or ADP experience is an asset.

Skills

Client Account Administration
Account Transfers
Trade Processing
Transaction Processing
RESP Administration
TFSA Administration
RRIF Administration
Estate Administration
Regulatory Documentation
Compliance Administration
Client Service
Wealth Management Operations
Attention To Detail
Organization
Salesforce
ADP

Visa sponsorship

Not detected in the job text

Keywords

Canadian Securities Course
CSC
Investment Advisory
Wealth Management
Client Account Administration
Account Transfers
Trade Processing
Transaction Processing
RESP
TFSA
RRIF
Estate Settlements
Regulatory Documentation
CIRO
Compliance
Salesforce
ADP
Client Service
High-Net-Worth Clients
Audit Support
Process Improvement

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