Administrative Assistant Job Kitchener area,Waterloo Ontario Canada,Administrative/Clerical

Location: Waterloo

We are hiring a Senior Administrative Assistant to support a well-established and highly successful Investment Advisory practice.

The Senior Administrative Assistant is responsible for managing the full spectrum of client account administration, transaction processing, account transfers, and regulatory documentation within this high-volume Investment Advisory practice.

This is a key position, the operational backbone of the practice and requires extensive experience supporting Investment Advisors, managing client accounts, processing investment transactions, and ensuring regulatory compliance.

The successful candidate will be a seasoned financial services professional who can operate independently, oversee complex client transactions, and provide exceptional service to high-net-worth clients.

Responsibilities

Client Account Administration

Open new client accounts and maintain account documentation

Process account transfers, including incoming and outgoing assets

Manage client requests and account updates

Coordinate RESP withdrawals, RRIF payments, estate settlements, and other account transactions

Ensure all documentation is complete, accurate, and compliant

Trade & Transaction Processing

Process client trade instructions accurately and efficiently

Handle cash withdrawals, deposits, transfers, and journal requests

Monitor transactions through completion and resolve any discrepancies

Liaise with internal operations teams and external financial institutions

Compliance & Regulatory Administration

Maintain compliance documentation and client records

Review new account applications for completeness and regulatory requirements

Ensure adherence to CIRO and firm compliance standards

Prepare and submit regulatory and compliance-related paperwork

Support audits, reviews, and compliance inquiries

Client Service Excellence

Act as a primary point of contact for clients

Respond to client inquiries regarding accounts, transactions, and documentation

Build strong, trusted relationships with clients through professional and proactive service

Handle sensitive and confidential client information with discretion

Office Operations Leadership

Serve as the senior administrative resource within the practice

Identify opportunities to improve processes and efficiencies

Provide guidance and support to junior administrative staff as required

Ensure smooth day-to-day operations of the advisory practice