Job Summary

The primary role of Branch Assistant is to provide operational and administrative support to the office. The individual will assist in the implementation of branch directives and ensure that a high level of service quality is evident in all aspects of day-to-day operations.

Essential Duties and Responsibilities

• Greet and assist visiting clients and guests;
• Cover reception and respond to general inquiries, both in person and on the phone;
• Handle and correctly escalate urgent incoming client calls;
• Receive and process all cheques/banking;
• Sort and deliver mail, assist with mail-outs for Advisors;
• Accept, distribute and arrange all courier pick-up and deliveries;
• Photocopy, mail and email information;
• Organize catering for meetings, special events and luncheons; organize and book boardroom meetings;
• Set up prior to and clean up after boardroom presentations and individual client/advisor meetings;;
• Maintain cleanliness of common areas and office supplies & equipment;
• Act as backup support to Financial Advisor Assistants in the verification of daily activity in accounts, review of previous day’s transactions (trades, debits, transfers, errors) and account openings;
• Foster and support client relationships by liaising with Investment Advisor Assistants, responding to their requests, and proactive problem solving;
• Participate in preparing and reviewing daily reports, client correspondence, and taking ownership of project work;
• Coordinate with branch marketing initiatives including client appreciation events, mailings, website development/maintenance and social media;
• Support the Branch Administrator & Branch Manager with general office administration; and
• Other duties as assigned.

Knowledge, Skills, and Abilities                        

Knowledge of

• Fundamental investment concepts, practices, and procedures used in the securities industry.

Skill in           

• Microsoft Office with a willingness and ability to learn new applications;
• Time management with the ability to prioritize, multitask, and work within time constraints; and
• Problem solving.

Ability to     

• Work within deadlines in a high-volume and demanding environment while maintaining a high level of service and an imperative attention to detail;
• Demonstrate advanced face-to-face, email, videoconferencing, and telephone etiquette and relationship management skills;
• Assist others with flexibility and willingness as required;
• Work independently as well as collaboratively within a team environment;
• Maintain a professional manner to establish and maintain effective working relationships at all levels of the organization;
• Exercise tact and discretion in the handling of confidential information; and
• Communicate proficiently in French is an asset.

Educational/Previous Experience Requirements

• A minimum of 2 years’ experience in the Investment Brokerage or Financial Services Industry.

Licenses/Certifications                      

• Completion of the Canadian Security Course (CSC) and the Conduct and Practices Handbook (CPH) is an asset.