Administrative Assistant – Guelph


Oct 4/22


Nov 4/22

Job Title:

Administrative Assistant



Job Type:

Part Time

Close to Public Transit:



Monday to Thursday from 1pm to 6pm


20 hours per week




  • Manage the financial advisors client call list, making the daily calls to clients to book with advisors
  • Schedule and verify appointments and meetings of advisors
  • File preparation for each booked appointment for the advisor to bring to each appointment
  • Backup and assist with clerical duties for Marketing Associates & Executive Assistants
  • Providing a high level of sales support to financial advisors and management
  • Contributing in a team atmosphere as well as on an individual basis
  • Proficient in using Microsoft programs, aptitude for learning new technology
  • Experience with fax machine, photocopier, office phone and scanner
  • Assist with upkeep of filing paperwork and organization of client files
  • Greeting all visitors to the office in a professional manner
  • Handling incoming calls and redirecting to appropriate contact
  • Understanding basic processing and forms (direct and guide through appropriate channels and resources)
  • Satisfy client needs and expectations through efficient and effective service
  • Other special projects, as required
  • Act as one of the key contact staff members between representative and clients, to free up representative to pursue sales/new business, includes follow ups
  • Maintain up-to-date client files and records
  • Research and respond as necessary to incoming mail and phone calls from representative’s clients
  • Know where/who to contact or refer the client to when calling in for contract information, values
  • Create mail/merge letters/documents and help create and prepare presentation material
  • Meet with clients to provide information and forms when the representative is not available
  • Input/update client/prospect information into internal database
  • Transmit faxes and do photocopies for the representative as required
  • Screen incoming calls (forward to MA as 1st contact or in rep’s absence).
  • Return messages for representative. Intercept and handle telephone messages where possible


  • Proven ability to handle multiple, competing priorities in an effective manner and work under pressure
  • Ability to meet set deadlines and schedules and have items carried out in a timely manner
  • Good communication skills, both written and verbal, responding promptly to requests; effective telephone techniques; and customer service
  • Organized, efficient and enthusiastic
  • Ability to follow instructions and take direction efficiently
  • Professional behaviour demonstrated at all times
  • Understands the need to change and responds to change in a positive manner

How to Apply:

Please email Sue at: