Administrative Assistant - Cara Stapley (IG Wealth Management)

Our practice is located in Kingston, Ontario. We provide a full range of financial products and services to families, professionals and business owners in the Kingston area and have been in practice for more than 6 years. Our team embraces a philosophy of “if it matters to you, it matters to us” and we demonstrate this in the exceptional level of service and financial planning we provide to our clients.

Administrative Assistant to Cara Stapley, P.Eng., RRC, CFP

Position Summary

The Administrative Assistant provides complete administrative support as well as develops, implements and maintains support systems, while operating in a fast-paced, confidential, multitasking environment. The Administrative Assistant is highly organized, and prides themselves on developing and nurturing various relationships.

Responsibilities

• Track and complete ongoing tasks and action items in a timely manner, as assigned by the Advisor and/or Associate Advisor;
• Processing/reviewing daily business transactions regarding client accounts and managing/updating client databases;
• Identify and prepare digital documents for account openings, transfers, administrative updates, insurance administration, and other items as assigned. Utilize DocuSign to request digital signatures as applicable for document processing, or print documents for wet signatures;
• Generate digital reports, summaries and details for meeting preparation and other business planning functions;
• Receive and respond to client inquiries/internal inquiries on behalf of the team and determine appropriate course of action. This may include proactively investigating and resolving client requests and recording the nature of the inquiry and advising the team;
• Full schedule management for the team, including contacting clients to schedule/confirm appointments;
• Sorting/distributing incoming mail/email and maintaining and filing all correspondence;
• Maintaining up to date digital files, notes, transactions and interaction details in Salesforce;
• Preparing and maintaining client files, paperwork, and meeting notes;
• Liaise between various internal and external teams and support resources;
• Support educational and marketing events (occasionally outside of normal business hours).

Qualifications

• Administration Diploma or other Postsecondary degree in a relevant discipline or equivalent experience;
• Minimum 2 years administrative experience, preferably in the financial services industry;
• Strong computer skills with the Office 365 (Outlook, Word, Excel, Power Point);
• Customer service orientation with a demonstrated ability to interact professionally, and in a timely manner with clients and stakeholders; both in a virtual environment and in person;
• Discretion and ability to organize and prioritize multiple tasks under tight deadlines;
• Experience with Salesforce or other CRM tool and DocuSign is considered an asset.

Other Information

• This is a full-time position offering a competitive salary
• Hybrid or in-office position, with some flexibility

Please submit your resume and cover letter to cara.stapley@ig.ca by September 12, 2025 at 5:00pm.

Only those selected for further consideration will be contacted. Thank you for your interest.