Administrative Assistant/Receptionist

Key Responsibilities

Reception & Client Service

• Answer and direct incoming phone calls in a professional and courteous manner
• Greet clients and visitors, creating a welcoming and professional atmosphere
• Handle client inquiries and ensure follow-up is completed in a timely manner

Scheduling & Coordination

• Schedule internal and external meetings
• Coordinate branch events, client meetings, and advisor appointments
• Maintain and update calendars for office staff and advisors

Administrative Support

• Manage and respond to general office emails
• Organize and process outgoing/incoming mail, including couriers
• Assist with client statement preparation and distribution
• Oversee insurance file administration
• Perform general filing and document organization

Office Operations

• Monitor and order office supplies to maintain inventory
• Oversee and coordinate day-to-day branch operations
• Ensure the functionality of office equipment (photocopiers, fax machine, phone systems)
• Collect and prepare payable documentation for the bookkeeper

Qualifications

• Previous experience in a receptionist or administrative support role (financial services experience is an asset)
• Strong organizational and multitasking abilities
• Professional demeanor and excellent interpersonal skills
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
• Comfortable with technology, phone systems, and office equipment
• Ability to handle sensitive information with discretion
• Attention to detail and proactive attitude toward problem-solving

Salary & Compensation

• Office hours: 9:00am – 4:30pm
• In-office role with client-facing responsibilities

**Compensation to be discussed during the interview process and based on experience

Job Type: Full-time

Schedule:

• Monday to Friday

Work Location: In person