Copper Tree Financial is a financial planning office which deals primarily with mutual funds and insurance. We have a great team of people who are dedicated to helping our clients to reach their long-term financial goals through comprehensive financial planning. Our clients are our number one priority, which makes superb client service an imperative in our office.
We are seeking a detail-oriented and reliable Administrative Assistant to join our team. In this fast-paced role, precision and accuracy are essential, as the work directly impacts clients’ financial well-being. The ideal candidate will thrive in a high-pressure environment, handle sensitive information with care, and consistently deliver error-free results. While the work can be challenging, it is also incredibly rewarding, as you’ll play a crucial role in helping individuals manage their financial goals.

REQUIRED SKILLS:

1. Microsoft Word

• Proficient in creating documents and correspondence

1. Microsoft Excel

• Ability to manage spreadsheets

1. Microsoft Outlook

• Skilled in managing emails, calendars, and scheduling

1. Fluent in written and spoken English

• Strong communication skills for both client and team interactions

1. Prior experience in an administrative or financial support

• Experience in an office environment, particularly in financial services, is an asset

ADDITIONAL SKILLS:

1. Attention to Detail

• Ability to work with a high level of accuracy and thoroughness, ensuring no errors in financial documents

1. Time Management & Multitasking

• Ability to handle multiple tasks simultaneously, prioritize effectively, and meet deadlines in a fast-paced environment

1. Excellent Organizational Skills

• Capability to organize physical and digital files, and manage tasks efficiently

1. Communication Skills

• Clear and concise communication, both written and verbal, with team members and clients

1. A Strong Sense of Responsibility

• Ability to work independently, take initiative, and handle sensitive client information with care

1. Confidentiality

• Commitment to maintaining the privacy and confidentiality of client financial data and documents

1. Scheduling and preparing meetings

• Coordinate and schedule client meetings
• Prepare trade forms, applications, and compliance paperwork in advance

1. Processing meeting paperwork

• Organize and scan meeting notes, documents, trade forms, and compliance materials
• Enter client information and trade details accurately into internal systems.
• Process and verify trade orders with precision, ensuring accurate and timely execution
• Fax or e-fax trade confirmation documents to fund companies, ensuring all paperwork is correctly submitted
• Follow up on trades and fund transfers to ensure timely processing and address any discrepancies or delays

1. Filing paperwork

• Organize and maintain digital and physical filing systems for easy retrieval and accurate record-keeping
• Regularly update client and trade files, ensuring they are complete and accurate.

1. Maintaining various record keeping lists

• Keep detailed records of pending client requests and follow-ups
• Accurately record investment contributions and withdrawals on client lists, ensuring compliance with CRA contribution limits