Licensed Administrative Assistant

Licensed Administrative Assistant

Location: Halifax, NS (Hydrostone District)

The Opportunity

Assante Hydrostone is seeking a proactive and highly organized Licensed Administrative Assistant to support our wealth management team. The successful candidate will work in an experienced practice providing industry-leading client service and comprehensive wealth management strategies to families. We are looking for a professional who is either currently licensed (IIROC/CIRO) or eager to obtain their credentials. For the right candidate, we are committed to investing in your professional development and supporting you through the licensing process.

Responsibilities

The Licensed Administrative Assistant will provide full operational and administrative support to the Financial Advisory team. You will play a key role in the efficient operation of the practice, ensuring client requests are handled with precision and that client service standards are consistently met.

• Document Preparation and Management: Accurately prepares critical client processing forms (KYC, account opening, transfers), client letters, memos, and reports, merging from draft stage to client-ready. Uses independent judgement to compose professional business documents. Is privy to, and must protect, confidential client financial materials.
• Trade Execution: Once licensed, you will accept and execute unsolicited trade orders (Stocks, Bonds, ETFs, Mutual Funds) as directed by clients or the Advisor, ensuring accuracy and regulatory compliance.
• Time and Calendar Management: Establishes a systematic method for self and Advisor to track time commitments and completion of tasks based on client priorities. Anticipates needs, changes, and strategically reschedules meetings as appropriate to maximize client engagement.
• Use Salesforce Contact Management Platform: Update client/prospect records, track interactions, and manage workflow tasks to ensure data integrity and facilitate proactive client service.
• Complete Processing: Responsible for the end-to-end processing of client accounts, transfers, and the updating of existing client profiles, ensuring a smooth and efficient client experience.
• Client Communications: Acts as the first point of contact for client inquiries, handling phone calls and emails with professionalism and warmth, and escalating matters as needed.
• Update and Maintain: Various databases and performing special projects focused on enhancing practice efficiency and client support, as directed by the Advisor.
• General Practice Support: Client meeting preparation, mail merges for important client communications, and other essential duties as required to maintain seamless practice operations.

Qualifications & Skills

• Licensing: Must be licensed (Registered Representative) OR willing to complete the Canadian Securities Course (CSC) and Conduct and Practices Handbook (CPH) within a set timeframe.
• Experience: Previous experience in a client-focused administrative support role, preferably within the financial services industry.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Salesforce (or similar CRM).
• Attributes: Meticulous attention to detail, strong organizational skills, and the ability to multitask in a fast-paced, client-centric environment.

What We Offer

• Salary range of $50,000 - $60,000 plus annual performance bonuses, commensurate with experience.
• A comprehensive benefits package to support your health and well-being.
• A collaborative, professional work atmosphere in the heart of the Hydrostone district.