Administrative Assistant - IG Wealth Management - Adam Macdonald

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support two Financial Advisors and the advisory teams within a growing wealth management practice. This permanent position is based in Kingston, Ontario and will provide support across two practices, requiring strong collaboration, adaptability, and the ability to effectively manage competing priorities.

The Administrative Assistant will provide comprehensive administrative, operational, marketing, and business support to two Advisors and the advisory teams. The successful candidate will help ensure the efficient operation of both practices through effective coordination, organization, and execution of day-to-day activities. The role requires professionalism, discretion, strong communication skills, and a commitment to delivering high-quality support in a fast-paced environment.

Initially, the primary focus of the role will be administrative and operational support. As knowledge, confidence, and experience develops, the successful candidate will gradually assume greater responsibility in supporting client service activities and contributing to the overall client experience.

This position offers an opportunity to become an integral member of a collaborative team environment while gaining exposure to the financial planning and wealth management industry.

Responsibilities:

• Provide day-to-day administrative support to two Advisors and the advisory teams.
• Manage calendars, appointments, and scheduling requirements.
• Coordinate internal meetings, training sessions, and events.
• Arrange meeting facilities and virtual meeting logistics.
• Prepare correspondence, reports, presentation materials, and business documentation.
• Maintain accurate records and filing systems.
• Order and manage office supplies, stationery, and promotional materials.
• Create and maintain client and prospect files.
• Prepare documentation and forms for Advisor review and approval.
• Prepare documents for signatures and electronic signatures.
• Process and monitor business transactions and account service requests.
• Follow up with financial institutions regarding transfers and outstanding requests.
• Maintain accurate records of completed transactions and activities.
• Run reports and provide administrative support for business planning and operational needs.
• Assist with regulatory and compliance tracking and follow-up activities.
• Maintain data integrity within office systems and databases.
• Assist in the planning and execution of client appreciation events, seminars, community events, and educational workshops.
• Coordinate invitations, registrations, and event logistics.
• Maintain mailing and distribution lists.
• Assist with the preparation of presentations and marketing materials.
• Support social media and community engagement initiatives, as required. 

Qualifications:

• Strong proficiency with Microsoft 365.
• Ability to quickly learn and adapt to new technologies and software platforms.
• Experience with CRM systems and digital file management systems is considered an asset preferred.
• Exceptional organizational and time-management skills.
• Strong verbal and written communication abilities.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Professional discretion and ability to maintain confidentiality.
• Strong problem-solving skills and initiative.
• Ability to work independently and collaboratively within a team environment.
• Positive attitude and commitment to continuous learning. 

How to Apply:

Please send your application to carlie.mccaughen@ig.ca