Executive Assistant Job St Catharines area,St. Catharines Ontario Canada,Finance & Banking

Location: St. Catharines

Job description :

Our client a well-established wealth management firm located in the Niagara Ontario region has partnered with St Amour to hire an Executive Assistant who will report directly to the owner.

About the Role

Join the team and play a key role in supporting advisors through client service, account management, and administrative excellence. If you are detail-oriented, highly organized, and thrive in a fast-paced financial services environment.

Key Accountabilities:

Client Support:

Act as the first point of contact for clients — answering questions and addressing service needs

Assist with account maintenance: updating client information, processing requests, executing transactions

Schedule and coordinate client meetings, preparing necessary documentation and reports

Respond promptly to client inquiries via phone, email, or in-person

Administrative Tasks:

Manage the advisor's calendar including client appointments and conference calls

Handle and prioritize incoming correspondence, distributing to appropriate team members

Maintain accurate client records in CRM systems in compliance with regulatory requirements

Prepare client reports, statements, and presentations for meetings

Compliance & Documentation:

Ensure all documentation is properly filled out, signed, and filed to regulatory standards

Stay updated on regulatory changes and work with compliance to ensure adherence

Assist in preparing for audits and regulatory reviews

Account Management:

Process account openings, transfers, NAAFs, and updates

Handle trade order submissions under the direction of the Investment Advisor

Monitor account activities for timely and accurate execution (EFT, cheque requests, PAC/SWP setup)

In-kind and in-cash transfers; add client banking information to systems

Financial Planning Support:

Support the advisor in developing financial plans, portfolio reviews, and investment proposals

Gather and organize financial data and research for advisor review

Prepare investment reports and analysis for clients

Office & Operational Support:

Maintain daily filing, shred personal information, send branch correspondence

Track and maintain petty cash; process bank deposits

Oversee office inventory, supplies, and mail/courier distribution

Schedule and coordinate Lunch & Learns for the branch

Serve as liaison for vendors

Skills and qualifications :

Education & Licensing:

Undergraduate degree strongly preferred

Completion of Canadian Securities Course (CSC) and Conduct & Practices Handbook (CPH) — required

Current registration as an Investment Representative (IR) is an asset

Minimum 1.5–3 years of experience in a similar financial services role

Skills &

Competencies:

Expert proficiency in Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint)

CRM / Salesforce and Power BI experience is an asset

Strong knowledge of investment products, compliance rules, and trade processing

Exceptional organizational and time management skills

Excellent verbal and written communication skills

Discretion and integrity when handling sensitive client information

Proven ability to work collaboratively in a team environment

Familiar with Fidelity Clearing Canada – Unified, U-Direct, U-Open, etc.