Administrative Associate

Job Title: Administrative Associate

Location: Halifax, NS (Hydrostone District)

The Opportunity

Assante Hydrostone is seeking a highly organized Administrative Associate to provide dedicated operational support to a busy Advisory Team. You will be the organizational backbone of our practice, working behind the scenes to ensure our Advisors are prepared, organized, and efficient. This is a non-licensed role ideal for a focused professional who excels at logistics, data management, and process execution. You will play a critical part in our team's success by managing the administrative details that allow our Advisors to focus entirely on their clients.

Responsibilities

• Meeting Logistics: Manage physical and digital preparation for all client meetings, including printing reports, preparing review packages, and ensuring files are ready.
• Calendar Management: Maintain the Advisors' schedules by inputting appointments, managing recurring team meetings, and handling internal scheduling logistics.
• Document Control: Manage the team's filing system (both electronic and paper), ensuring scanning, naming, and filing is done correctly for compliance.
• Database Maintenance: Act as the guardian of our data by inputting notes, updating client contact information, and ensuring task lists in Salesforce are accurate.
• Team Support: Handle administrative tasks such as processing mail, managing office supplies, tracking birthdays, and assisting with internal reporting.

Qualifications & Skills

• Organization: Exceptional attention to detail. You are the type of person who spots a typo or a missing file immediately.
• Tech Proficiency: Strong skills in Microsoft Office (Outlook, Word, Excel). Comfort learning new database software is essential.
• Reliability: Ability to work independently on administrative tasks and meet deadlines for meeting preparation.
• Licensing: No securities license is required.

Assets

• Experience in a professional services environment (Law, Accounting, Finance).
• Familiarity with Salesforce or similar CRM tools.

What We Offer

• Compensation: Competitive salary commensurate with experience.
• Benefits: A comprehensive benefits package to support your health and well-being.
• Work Environment: Join a supportive, high-performing team in a professional office setting.
• Location: Enjoy working in the vibrant Hydrostone district, surrounded by local cafes and shops.

Job Skills

Office Administration, Calendar Management, File Management, Data Entry, Meeting Preparation, Microsoft Office.