Part-Time Receptionist / Client Service Associate
Zach Kirkby Financial, part of iA Private Wealth
Location: Downtown Oshawa, Ontario
Job Type: Part-Time, Ongoing
Hours: Approximately 15–25 hours per week
Schedule: Monday–Friday, ideally 11:00 a.m.–3:00 p.m., with flexibility
Compensation: $18–$25 per hour, based on experience
Anticipated Start: October/November 2026
About the Role
Zach Kirkby Financial is a growing financial planning practice located in downtown Oshawa. We are looking for a professional, confident and highly organized Part-Time Receptionist / Client Service Associate to become an important part of our small team.
This is a great opportunity for someone who enjoys working with people, takes pride in being organized, and wants a flexible part-time position where their contribution genuinely matters.
You will be the first point of contact for our clients while also providing administrative, client-service and organizational support to the practice. You'll work closely with our team to keep the office running smoothly, ensure clients receive a personalized experience, and identify opportunities to make our systems and processes more efficient.
Our office environment is casual but professional, and we value people who are dependable, take initiative and are willing to pitch in wherever needed.
What You'll Do
Client Service & Reception
- Welcome clients and visitors to the office in a warm and professional manner
- Answer and manage the general office telephone line
- Develop familiarity with our clients, including their preferences and individual needs
- Schedule and coordinate client appointments
- Communicate with clients by phone and email
- Provide a high level of service while maintaining professionalism and confidentiality
Administrative & Practice Support
- Manage and maintain calendars and appointments
- Make outbound client calls and follow up on outstanding items
- Prepare client meeting materials and packages
- Receive, scan, organize and upload client documents
- Maintain accurate and up-to-date client information in our CRM
- Assist with online portal setup and troubleshoot basic client issues
- Download tax forms and other documents as required
- Complete simple forms and administrative paperwork for clients
- Assist with general office organization and filing
- Coordinate mail, couriers and office supplies
- Prepare and send physical and virtual birthday cards to clients
- Help maintain a clean and organized office environment, including light tasks such as taking out garbage and sweeping
Calendar & Personal Assistant Support
- Assist with managing the advisor's business and personal calendars
- Schedule personal and family appointments when required
- Identify scheduling conflicts and proactively resolve them
- Provide reminders about upcoming commitments and important dates
- Help protect and organize the advisor's time so that the practice can operate efficiently
We're Looking For Someone Who Is
Extremely organized. You enjoy keeping things in order and can manage multiple competing priorities without losing track of the details.
Professional. You understand that you are representing a professional financial-planning practice and take pride in how you interact with clients.
Confident. You're comfortable answering the phone, speaking with clients, asking questions and taking ownership of your responsibilities.
Independent. You don't need to be told about every little task. You can handle routine responsibilities independently and recognize when something needs attention.
A people person. You genuinely enjoy interacting with others and building relationships. Remembering clients, their preferences and the little details that matter to them is something you naturally value.
A problem solver. You're willing to say, "There has to be a better way to do this," and then help create that better way.
A team player. We're a small office, which means everyone contributes. We're looking for someone who wants to help the entire team succeed - not someone who only wants to complete a defined list of tasks.
Qualifications & Experience
- Previous office or administrative experience is preferred
- Previous financial-services experience is an asset
- College diploma or equivalent education is an asset, but not required
- Strong computer skills and comfort learning new software
- Strong working knowledge of Microsoft Office, particularly Outlook and Excel
- Experience with Microsoft Teams is an asset
- Experience with Maximizer CRM is an asset, but not required
- Excellent written and verbal communication skills
- Strong attention to detail and organizational skills
- Ability to handle confidential client information with discretion and professionalism
- Ability to work independently while contributing positively to a small team
The Schedule
This is a 15–25 hour per week position, with an ideal schedule of approximately Monday to Friday, 11:00 a.m. to 3:00 p.m.
We understand that flexibility can be important, and there may be some flexibility around the specific hours and days for the right candidate.
Compensation & Additional Opportunities
$18–$25 per hour, depending on experience.
Additional opportunities may include:
- Paid vacation, subject to applicable eligibility and tenure
- Group RRSP
- Performance-based bonuses
- Paid professional development
Why This Role?
This position is ideal for someone who wants to be an important part of a small, professional team without the demands of a traditional full-time role.
You'll have the opportunity to build genuine relationships with clients, develop your administrative and professional skills, take ownership of your work, and help improve the way a growing financial-planning practice operates.
If you're someone who naturally notices what needs to be done, enjoys helping others, and takes satisfaction in making everyone's day a little more organized and efficient, we'd like to hear from you.
How to Apply
Please submit your resume along with a brief note explaining why you are interested in the position and what you feel you would bring to our team.
- We thank all applicants for their interest. Only candidates selected for an interview will be contacted
