All jobs within 50 km around Burlington in Administrative Jobs

What You’ll Do:

• Support our Managing Director, providing top-notch administrative assistance, anticipating needs, ensuring seamless workflow, overseeing schedule throughout the day, preparing for meetings in advance, coordinating travel, calendars, and delivering overall support for all agency and business needs
• Support with time entry, expense reports, arranging appointments, meetings, conference calls, coordinating and confirming any materials and logistics
• Be the point person for office related questions and requests, effectively communicating with executives, leaders, clients, and team members across the organization
• Serve as go-to for office meetings: Plan, coordinate, and execute logistics (conference rooms, catering, agendas, materials, etc.)
• Own corporate travel: Arrange booking, transportation, flights and lodging, meeting coordination and accommodations, providing detailed itineraries, contact lists, and agendas.
• Daily office management: Serve as a resource for coordinating, managing, and implementing needs throughout the office, including ordering supplies and equipment, partnering with HR on new hire onboarding and IT to prepare for first day arrivals, replenishing snacks, and supplies, ensuring office area is neat and organized
• Welcome new hires, guests, clients, visitors, and staff, ensuring all feel welcomed and supported, owning our guest experience. Assign key cards, parking validations for visitors, and respond to all requests in a timely manner
• Partner with building and facilities management to maintain office, kitchen, common areas, and equipment
• Maintain knowledge of ongoing office projects and priorities, to provide support, guidance, and assistance as needed, giving appropriate prioritization to teams
• Handle business, company, and personnel details of highly confidential nature, and engage with high level contacts inside and outside the company

Support Day to Day Agency Operations

We are looking for a administrative assistant that will help our team to operate with excellence. As our team grows, responsibilities of this role will evolve. The day-to-day support will include (but not be limited to):

• Provide ongoing support to our team
• Coordinate office calendars for boardroom, employee vacations, client meetings and other holidays
• Coordinate weekly staff update, collecting contributions from the team
• Coordinate all in-office staff meetings with set-up/ clean-up, catering, equipment, etc.
• Maintain office wide aliases, contact list, org charts, office guides, etc.
• Coordinate travel, timesheets, and expense reports for senior staff
• Support monthly staff utilization and resource reporting
• Coordinate meetings, including beverage/food, catering, staff / client meeting needs, printed materials, etc. (in-office and remote)
• Assist with new hire prep (welcome email, gift, ship branded swag) and onboarding
• Support the Culture Club with planning staff events and activities
• Coordinate staff anniversaries, birthdays, etc.
• Coordinate and maintain inventory cupboard, ongoing clean-up and organization
• Work with building management to maintain office space, parking spaces, etc.
• Keep kitchen and shared spaces organized and clean
• Coordinate kitchen inventory including drinks and snacks for staff and clients

Partner with Finance Team to:

• Provide ongoing support to our finance team
• Take part in all required trainings and ongoing maintenance of systems and tools
• Routinely train and provide assistance to our team on vendor relations
• Coordinate vendor set-up, opening POs, client invoicing
• Process office invoices in a timely manner, follow-ups where required, Coordinate account and agency trackers
• Order office supplies and Coordinate office budget
• Coordinate Monthly Corporate Account Reconciliation Reports for the purchases made on the American Express cards (for managing director and senior staff)
• Maintain list of monetary gifts to employees for quarterly Taxable Fringe Benefits Report
• Coordinate all agency subscriptions and payments
• Coordinate vendor contracts and liaise with legal, finance
• Maintain/Purchase branded merchandise

What You Have

• A positive, “go all in” demeanor with an aim to help our entire team operate with excellence
• Proven experience as an Office Manager, Front office Coordinator or Administrative / Executive assistant
• Knowledge of office administrator responsibilities, systems, and procedures
• Proficiency in MS Office (MS Excel, MS PowerPoint and MS Word, in particular)
• Proficiency in time entry systems, such as Fiori is preferred
• Hands on experience with office machines (e.g., scanners and printers)
• Familiarity with email scheduling tools, outlook mail calendar
• Excellent time management skills and ability to multi-task and prioritize work
• Strong organizational and planning skills in a fast-paced environment
• Expertise with Outlook, PowerPoint, Word, Excel and other Microsoft Office programs required
• Strong attention to detail, following through on projects and the ability to prioritize and handle multiple tasks
• Extensive meeting coordination, event planning, corporate travel, expense report, administrative and office management experience
• Superb coordination and time management expertise, with high level of interpersonal skills to work efficiently and effectively across the office and agency
• Proficient in MS Office, especially strong PowerPoint skills, with advanced computer skills, including Word, Excel, and Outlook
• A self-starter, with a strong work ethic, highly professional, with the ability to be adaptable, credible, strategic, and diplomatic
• Can handle various projects, meet tight deadlines, respond in a timely manner, and adapt to changing needs
• Excellent communication, coordination, organizational, and collaboration skills
• Strong attention to detail, ability to multi-task priorities, and thrive in a fast-paced environment

What is the opportunity?

RBC Dominion Securities is Canada’s leading full-service investment and wealth management firm and is backed by Canada’s leading financial institution. We take pride in hiring and nurturing talented individuals who share our commitment to helping our clients build and preserve their wealth so they can achieve the goals that matter most to them.

The RBC Dominion Securities Inc. (“RBC DS”) Branch located in Toronto is looking for an Administrative Assistant to join the Ascendant Wealth Partners team.  You will provide quality client service and help deepen relationships with existing clients through ongoing, efficient support to both clients and the Investment Advisors.
For more information, please visit: https://ca.rbcwealthmanagement.com/web/ascendant.wealth

By providing ongoing, exceptional service and support to our clients and our Advisor team, you will help our team deepen existing relationships and welcome new clients to the firm. Offering efficient internal support, you will be invaluable in ensuring the Advisory team functions fluidly and that each member receives the assistance they need to perform at their best.

What will you do?

• Assist the Advisor team with client onboarding.

• Coordinate and prepare meetings for Advisors with their clients/prospects.

• Provide proactive client service with a focus on problem resolution and attention to details. Liaise with various departments for execution, where necessary.

• Respond to client inquiries (account transactions, requests account documentation, account reporting, etc.).

• Help manage incoming communications from clients, Advisors and other internal and external partners.

• Maintain existing client accounts and identify opportunities to contact clients: manage timelines and key dates for accounts

• Ensure accurate and timely updates of all necessary documentation in compliance with internal controls and industry regulatory requirements. Maintain complete and up-to-date client files within appropriate systems.

• Help update team’s communication channels: websites, LinkedIn, Facebook, brochures, newsletters.

What do you need to succeed?

Must Have

• At least 2 years administrative experience

• Strong Microsoft Office Suite skills

• High level of time management and organization skills

• Demonstrated skills in providing world-class client service that will come across as professional, warm, and friendly to our clients

• Willingness to complete the Canadian Securities Course (CSC) and Conduct & Practices Handbook (CPH)

Nice to Have

• Completion of the Canadian Securities Course (CSC) and Conduct & Practices Handbook (CPH)

• Knowledge of RBC Dominion Securities’ systems and procedures

• Experience in the securities industry is an asset

What’s in it for you?

We thrive on the challenge to be our best, to think progressively to keep growing, and to work together to deliver trusted advice that will ultimately help our clients thrive and communities prosper. We care about each other and collectively work hard to reach our potential, make a difference to our communities, and achieve success that is mutual. You will also benefit from:

• A comprehensive Total Rewards Program including bonuses and flexible benefits, competitive compensation, commissions, and stock where applicable

• Leaders who support your development through coaching and managing opportunities

• An opportunity to make a difference and have a lasting impact on the lives of others

• The chance to work in a dynamic, collaborative, progressive, and high-performing team

• A world-class training program in financial services

Job Skills

Customer Service, Data Entry, Data Gathering Analysis, Desktop Tools, Interpersonal Relationships, Knowledge Organization, Problem Solving, Teamwork, Time Management, Word Processing Software

Additional Job Details

45 ST CLAIR AVE W:TORONTO

TORONTO

Canada

37.5

Full time

Wealth Management

Regular

Salaried

2024-02-20

Requirements:

Languages: Candidates must have knowledge of the bilinguality
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates don’t need experience although having experience is an asset.
Computer and Technology Knowledge: Candidates must have knowledge of Electronic scheduler, Accounting software, Human resources software, MS Excel, MS Office, MS Word, MS Windows and MS Outlook

Physical Requirements:

• The candidate should be able to work in a Fast-paced environment
• The candidate should be able to work under pressure
• The candidate should be able to maintain tight deadlines
• The candidate should be able to perform repetitive tasks
• The candidate should be able to pay attention to details

Other Requirements:

• The candidate should have an excellent oral communication
• The candidate should have an excellent written communication
• The candidate should be able to work in a flexible environment
• The candidate should be able to multitask
• The candidate should be able to work in an organized way
• The candidate should be a team player
• The candidate should have accuracy
• The candidate should be able to work with being focused on the client
• The candidate should be someone who can be relied on
• The candidate should have an effective interpersonal skills
• The candidate should be someone who can be depended on
• The candidate should be someone who can judge the situation
• The candidate should be someone who has values and ethics

Responsibilities:

• The candidate should be able to arrange and co-ordinate seminars, conferences, etc.
• The candidate should be able to record and prepare minutes of meetings, seminars and conferences
• The candidate should be able to determine and establish office procedures and routines
• The candidate should be able to schedule and confirm appointments
• The candidate should be able to answer electronic enquiries
• The candidate should be able to compile data, statistics and other information
• The candidate should be able to order office supplies and maintain inventory
• The candidate should be able to arrange travel, related itineraries and make reservations
• The candidate should be able to open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information
• The candidate should be able to set up and maintain manual and computerized information filing systems
• The candidate should be able to type and proofread correspondence, forms and other documents
• The candidate should be able to provide clients with information
• The candidate should be able to verify accuracy and completeness of data

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer by sending an email (along with your resume) through below mentioned details. Also be prepared for the screening questions.

By Email:
[email protected]

Screening questions

• Are you currently legally able to work in Canada?
• Do you currently reside in proximity to the advertised location?

The Client Administration Officer provides back-office support to our Dynamic Funds clients through researching and resolving trade requests.

Is this role right for you? In this role you will:

• Maintain a high level of service to clients by ensuring the client’s requests are processed accurately and efficiently
• Sort, scan, and index incoming mail
• Process financial & non-financial mutual fund transactions
• Place outbound calls to resolve issues
• Respond to escalated calls from clients and provide appropriate resolution and knowledge
• Investigate and track system issue and develop workarounds/solutions
• Work with the leader to define and enhance procedures
• Proactively work with the team to provide solutions to problems and potential issues
• Improve service levels by continually reviewing process/procedures and identifying opportunities for enhancements
• Participate in special projects/assignments and perform other duties as required

The Must Haves:

• Completed post-secondary education
• A minimum 2 to 3 years’ experience in a client service or back-office environment
• Knowledge of industry databases (i.e., iFAST, AWD)
• Knowledge of the mutual fund industry & products (funds, account characteristics, industry knowledge)
• Canadian Investment Funds Course is an asset
• Fluent in English and French is an asset

Do you have the skills that will enable you to succeed in this role? – We’d love to work with you if you have:

• Strong problem-solving skills
• Strong attention to detail
• Effective verbal & written communication skills
• An ability to prioritize & organize incoming work
• Excellent time management skills
• An ability to work in a fast-paced, constantly changing environment
• An ability to multi-task
• An ability to meet and maintain specified minimum productivity and quality standards
• The ability to maintain good call efficiency while maintaining quality client service

This posting will expire on February 8th.

What You'd Do:

• Articulate insights in a logical flow in order to deliver a compelling and enlightening story to client.

• Demonstrate strong analytical and strategic skills to help solve clients’ business problems.

• Stay abreast of the competitive landscape and category innovations, identifying opportunities for the brands.

• Evaluate communication opportunities and provide sound feedback and/or recommendations, as appropriate.

• Facilitating brainstorms, workshops and ideation sessions that drive greater creativity and innovation.

• Direct the strategic development of client presentations and other important communication; delivering clear, compelling and persuasive communications to all stakeholders.

• Building channel strategies (ensuring ideas are translated to consumer behavior on each media channel)

• Communications planning, Translating quarterly objectives into actionable briefs for creative and media teams

• Creative briefs for product Campaigns, Messaging Tests, category initiatives

• Build and maintain deep client relationships

• Ongoing collaboration with cross-functional team to develop all work

What You've Got:

• 4-7 years strategically building brands working for Fortune 500 clients

• Experience understanding the intersection of business strategy, consumer insights, and media

• Strong leadership experience and recognized for their ability to balance getting team buy-in with driving the business (must be able to balance doing the work while also ensuring the cross-functional team has a voice in the process)

• Ability to review research and content performance, and independently be able to dive into research tools to interpret insights.

• Ability to interact with and influence people of an organization, fostering strong cross-functional teamwork and collaborative results

• Understanding of all media channels, with knowledge of platform best practices and media capabilities

• Self-motivated and demonstrates initiative in identifying opportunities, discerning a clear path forward and acting upon them swiftly