Administrative Assistant
Status: Permanent, Full time Location: Dorval, QC (Hybrid) Salary: Competitive
RESPONSIBILITIES:
Client Services & Communication
- First Responder: Serve as the primary point of contact for incoming client inquiries, managing communications, addressing general requests, and routing complex issues efficiently in a timely manner.
- Client Follow-Ups: Proactively track and follow up on pending client requirements, including obtaining signatures, statement copies, meeting bookings, and missing account information.
- Meeting Coordination: Schedule, coordinate, and manage complex calendars across all three advisors' agendas. Operations & Account Administration
- Account Processing: Handle new account openings and initiate transfers, managing rigorous external follow-ups until completion.
- KYC Management: Coordinate and book Know Your Client (KYC) reviews and compliance updates.
- Transaction Reporting: Prepare and distribute comprehensive weekly transaction reports.
- Problem Solving: Actively resolve daily operational friction points, including correcting form errors, rectifying misprocessings, and clearing communication logjams. Team Workflow & Onboarding
- Internal Coordination: Conduct regular follow-ups with team members to track pending tasks, outstanding deliverables, and deadlines.
- Onboarding: Manage the onboarding process for new team members and juniors, including contract/forms preparation and internal system setups.
- Record Management: Maintain robust filing and archiving systems to ensure complete compliance and accessibility.
- Practice Continuity: Serve as the general operational backbone - ensuring the office runs smoothly, workflows remain streamlined, and team organization is consistently maintained.
QUALIFICATIONS:
College degree or Administrative diploma or certificate program 4 - 10 year’s experience as an Executive Assistant Strong computer skills. Proficiency in use of MS Office applications including Outlook, Teams, Word, Excel and PowerPoint. Ability to take initiative, work independently, work collaboratively as part of a team and work with all levels of management and staff. Excellent organizational skills and ability to function with sense of urgency. Able to handle several tasks simultaneously, establish priorities and respect deadlines. Excellent communication skills
We thank you for your application; however, only successful candidates will be contacted For more information on our recruitment services, please visit www.groomassocies.com
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