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iA Private Wealth

Part-Time Receptionist / Administrator

Oshawa, ON, Canada

Apply About employer

Applications open in a new tab.

Job details

Apply by: Nov 7, 2026
Posting language: English
Posted: Oct 8, 2026

The title and job type details differ. Check the full description.

Original job description

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

Apply About employer

More about this job

Responsibilities

Welcome clients, manage reception and communications, schedule appointments, and provide personalized client service. Support the financial-planning practice with document and CRM administration, office organization, and business and personal calendar coordination.

Requirements

Previous office or administrative experience is preferred, while financial-services experience and a college diploma or equivalent are assets but not required. Candidates should have strong computer, communication, organizational, and confidentiality skills, and be able to work independently while contributing to a small team.

Skills

Organization
Client Service
Reception
Appointment Scheduling
Calendar Management
Written Communication
Verbal Communication
Attention to Detail
Confidentiality
Microsoft Office
Microsoft Outlook
Microsoft Excel
Microsoft Teams
Maximizer CRM
Problem Solving
Document Management

Benefits

Paid Vacation
Group RRSP
Performance-Based Bonuses
Paid Professional Development

Visa sponsorship

Not detected in the job text

Keywords

Financial Services
Financial Planning
Client Service
Reception
Administrative Support
Appointment Scheduling
Calendar Management
Client Communication
Microsoft Office
Microsoft Outlook
Microsoft Excel
Microsoft Teams
Maximizer CRM
Document Scanning
Document Management
Online Client Portals
Confidential Information
Office Organization
Mail and Courier Coordination
Client Meeting Materials
Data Accuracy
Problem Solving
Client Follow-Up

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