Administrative Assistant, Bilingual Full-time Job

We are looking for a dynamic individual to fill this key position, providing bilingual and professional administrative and reception support to our Montreal Wealth Management team. We strongly believe that each member of our team contributes to creating a supportive and positive work environment, while providing excellent service to our financial professionals and clients. We expect an unparalleled sense of initiative and respect for confidentiality.

The Day-to-Day

• Administrative support: We will entrust you with the responsibility of filing, photocopying and maintaining archive files (MS Excel and document scanning).

• Internal Committees: You will participate in various committees and play an important role in the collective commitment of our team.

• Client Support: You will maintain the financial planning and tax filing systems, create and file new client files, delete and process inactive files, and ensure accessibility. You will also enter client files into the accounting software.

• Finance: You will be asked to coordinate invoicing for the finance team and collect accounts payable for the accounting team.

• Scheduling: You will organize client meetings for advisors and portfolio managers, as well as internal team meetings as needed.

• Office Organization: You will maintain inventory of office supplies and marketing materials and assist in project preparation when required.

• Correspondence: You will assist in the distribution of reports, newsletters, mass mailings and all outgoing mail (including registered mail), as well as managing couriers and incoming mail.

• Front Desk Support: You will perform all front desk duties including answering calls and greeting customers.

Who you are and what you have to offer

• Bilingual Professional Administrator: We are in search for an experienced Administrator who is fluent in French and English (both spoken and written) and has three years of experience. You are hard working and confident in your abilities. You always exude a positive attitude and are a trusted resource.

• Relationship Builder: You have a proven track record to build and manage relationships with management, staff and customers to enhance professionalism and productivity.

• Trustworthy: A person who demonstrates respect while maintaining confidentiality and commitments.

• Respected: Someone who will use strong interpersonal skills to engage people with sensitivity, tact, diplomacy and professionalism.

• Agile: A versatile individual with strong communication and interpersonal skills that allow you to work effectively in a diverse environment.

• Clear communication: You clearly convey information in French and English, engage the audience so that the message is conveyed and understood, and create a positive first impression with confidence and respect.

• Reliable: As a highly respected professional, your day will include multiple competing tasks. You will prioritize work and handle large amounts of information efficiently and accurately.

• Technical mastery: You are proficient in the Microsoft Office suite of products and are adaptable to learning new software as needed.

Why work with us?  

Your success is our obsession! And our award-winning culture & benefits back it up. 
 
Proudly recognized by Great Place to Work® in 2024 as one of Canada’s top 50 Best Workplaces & member of Waterstone Human Capital’s Most Admired Corporate CulturesTM Hall of Fame.  

Wellness matters. We offer an award-winning benefits package that includes: 

• Hybrid work environments 

• Everyday flexibility 

• Generous company-funded health coverage 

• Health care spending account 

• A flexible wellness program 

• generous time-away options to unplug, rest & recover  

Career development. We commit to our employees’ development and help them reach their professional goals with: 

• Organization wide coaching services 

• Mentorship 

• Education support & training programs