8 results for Administrative jobs

Administrative Assistant

Kitchener, ON
onsite
Temporary
29 - 34 CAD / Hourly
We are looking for an Administrative Assistant to support a busy organization in Kitchener, Ontario through a long-term contract opportunity. This part-time role offers 20 hours per week in a hybrid environment with flexible scheduling and regular onsite availability during designated daytime hours. The successful candidate will provide dependable administrative support, help maintain accurate records and documentation, and contribute to smooth day-to-day operations while working closely with internal stakeholders. Responsibilities: • Maintain and update organizational records by entering historical and current information into a software platform with a strong focus on accuracy and completeness. • Prepare meeting materials, including agendas and supporting documents, within the designated system to ensure information is organized and accessible. • Learn the organization’s software platform through provided training and guide managers and board members on how to use it effectively. • Offer ongoing user support by answering questions, resolving basic issues, and helping staff become comfortable with the platform. • Assist with accreditation-related administration by organizing required documentation and ensuring materials are ready for review. • Complete general office duties such as document creation, filing, records management, and year-end shredding of outdated files. • Support daily administrative operations by managing a variety of ad hoc tasks and responding to changing priorities as needed.
2026-08-13T00:00:00Z

Administrative Assistant

Waterloo, ON
onsite
Permanent
70000 - 100000 CAD / Yearly
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.ResponsibilitiesClient Account Administration<ul><li>Open new client accounts and maintain account documentation</li><li>Process account transfers, including incoming and outgoing assets</li><li>Manage client requests and account updates</li><li>Coordinate RESP withdrawals, RRIF payments, estate settlements, and other account transactions</li><li>Ensure all documentation is complete, accurate, and compliant</li></ul>Trade & Transaction Processing<ul><li>Process client trade instructions accurately and efficiently</li><li>Handle cash withdrawals, deposits, transfers, and journal requests</li><li>Monitor transactions through completion and resolve any discrepancies</li><li>Liaise with internal operations teams and external financial institutions</li></ul>Compliance & Regulatory Administration<ul><li>Maintain compliance documentation and client records</li><li>Review new account applications for completeness and regulatory requirements</li><li>Ensure adherence to CIRO and firm compliance standards</li><li>Prepare and submit regulatory and compliance-related paperwork</li><li>Support audits, reviews, and compliance inquiries</li></ul>Client Service Excellence<ul><li>Act as a primary point of contact for clients</li><li>Respond to client inquiries regarding accounts, transactions, and documentation</li><li>Build strong, trusted relationships with clients through professional and proactive service</li><li>Handle sensitive and confidential client information with discretion</li></ul>Office Operations Leadership<ul><li>Serve as the senior administrative resource within the practice</li><li>Identify opportunities to improve processes and efficiencies</li><li>Provide guidance and support to junior administrative staff as required</li><li>Ensure smooth day-to-day operations of the advisory practice</li></ul>
2026-07-29T00:00:00Z

Administrative Assistant

Cambridge, ON
onsite
Permanent
45000 - 55000 CAD / Yearly
Administrative AssistantFinancial Services | Wealth Management | Full-TimeAre you an experienced Administrative Assistant with a background in financial services, wealth management, insurance, or investments? Do you enjoy being the trusted support person who keeps everything running smoothly behind the scenes while delivering an exceptional client experience?Our client is a well-established, owner-operated financial services practice known for its collaborative culture, approachable leadership team, and genuine appreciation for its employees. This is an opportunity to join a close-knit, professional team where your contributions will be valued and recognized every day.What You'll Be DoingAs a key member of the team, you will support the Financial Advisor and clients through a variety of administrative, operational, and client service activities, including:<ul><li>Prepare client files and meeting materials for financial planning appointments.</li><li>Complete and process insurance and mutual fund applications accurately and efficiently.</li><li>Ensure all documentation is complete, compliant, and submitted within required timelines.</li><li>Schedule appointments and manage calendars using Microsoft Bookings.</li><li>Coordinate and manage DocuSign documentation and client signatures.</li><li>Maintain organized electronic and paper client files.</li><li>Support client onboarding activities and ongoing service requests.</li><li>Communicate professionally with clients via phone, email, and in person.</li><li>Create and schedule social media content to support the firm's online presence.</li></ul>
2026-08-14T00:00:00Z

Administrative Assistant

St Thomas, ON
onsite
Permanent
55000 - 70000 CAD / Yearly
Administrative Assistant – Financial Services (CSC Required)Location: St ThomasJob Type: Permanent Full-TimeWe’re hiring an experienced Administrative Assistant to join a very well established financial services / wealth management firm. This is an excellent opportunity for someone with their CSC (Canadian Securities Course) looking to build a long-term career in a supportive, team-oriented environment.You’ll be supporting a high-performing team and working under a friendly, approachable, and highly regarded manager who values their team and recognizes strong performance.Key Responsibilities:<ul><li>Provide administrative support to senior advisors</li><li>Assist with trade processing and execution support in accordance with advisor direction</li><li>Manage calendars, scheduling, and client meetings</li><li>Prepare client documentation, reports, and correspondence</li><li>Handle client communication and inquiries in a professional manner</li><li>Maintain accurate records and compliance documentation</li><li>Assist with office coordination and workflow management</li></ul>
2026-08-12T00:00:00Z

Administrative Coordinator

Ottawa, ON
onsite
Temporary
21.375 - 24.75 CAD / Hourly
We are looking for an Administrative Coordinator to support project delivery and day-to-day operations for a client based in Ottawa, Ontario. This Long-term Contract opportunity is well suited to someone who is highly organized, comfortable managing multiple priorities, and confident working with detailed administrative processes. The successful candidate will contribute to international development-related initiatives by coordinating documentation, travel, scheduling, and project support activities while maintaining a high standard of accuracy and service. Responsibilities: • Coordinate administrative and operational support for projects, ensuring timelines, documentation, and follow-up activities are handled efficiently. • Assist with project execution and analytical tasks related to initiatives supporting developing countries. • Prepare, review, and finalize agreements and related records with close attention to detail and compliance requirements. • Arrange travel requests and provide logistical coordination for meetings, events, and project activities. • Maintain schedules, organize appointments, and support calendar management for project-related needs. • Use spreadsheets and reporting tools to track information, summarize data, and support decision-making. • Support communication across internal teams and external stakeholders using clear and timely correspondence. • Contribute to office administration and client service activities to help keep daily operations running smoothly.
2026-08-10T00:00:00Z

Office Administrator

Winnipeg, MB
onsite
Permanent
0 - 0 CAD / Yearly
We are looking for an organized and resourceful Office Administrator to support daily operations for a construction company. This position combines administrative coordination with project management related support, helping keep projects, records, schedules, and communications running smoothly. The successful candidate will bring strong attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced office setting. Responsibilities:• Keep construction and office activities on schedule by monitoring key dates, following up on progress, and maintaining accurate status information across active projects.• Prepare, update, and organize reports, records, and supporting documentation to ensure reliable internal reference and efficient information flow.• Oversee calendars for leadership and team members by arranging meetings, appointments, and room bookings while keeping schedules current.• Address administrative and accounting-related issues by reviewing invoices, expense claims, bill payments, and discrepancies with appropriate follow-up.• Maintain office readiness through supply ordering, inventory oversight, mail handling, courier coordination, and general workspace organization.• Draft and distribute internal correspondence, memos, presentation materials, and meeting documents in a clear and accurate format.• Maintain confidential filing systems, databases, purchase order records, receipts, and other operational documents with a high degree of accuracy.• Act as a point of contact for vendors, subcontractors, and internal staff, directing inquiries and supporting smooth day-to-day coordination.• Monitor shared email inboxes, route messages to the appropriate stakeholders, and respond to routine administrative inquiries as needed.• Provide broad administrative assistance to leadership and project teams, including support for special assignments and evolving business needs.
2026-07-29T00:00:00Z

Office Administrator

Vancouver, BC
onsite
Permanent
52000 - 60000 CAD / Yearly
Our client in the investment space is looking for an Office Administrator to join their team. The successful candidate will support the smooth operation of their office and contribute to a positive, productive work environment. This role offers excellent exposure to the financial services industry and opportunities for career growth. Key Responsibilities: <ul><li>Act as first point of contact for visitors and vendors; manage mail, couriers, and office supplies.</li><li>Oversee office facilities, equipment, and service providers to ensure a well-maintained workplace.</li><li>Support onboarding and integration of new employees, coordinating with HR and IT.</li><li>Provide administrative support across departments including HR, Sales, Operations, Marketing, and Technology.</li><li>Assist with company-wide events, initiatives, and special projects.</li></ul>
2026-08-13T00:00:00Z

Accounting and Administration Manager

Vancouver, BC
onsite
Permanent
100000 - 125000 CAD / Yearly
The Accounting and Administration Manager will oversee the efficient administrative operations, manage the billing and maintenance administration team while also performing other key duties as assigned. This role requires a strong blend of leadership, organizational skills, and the ability to maintain a l of customer service in a client-facing role. This role will be responsible for maintaining and documenting all contract information, provide regular data reporting to the client, overseeing the accounting and administrative requirements of the contract, and assisting in overall financial reporting. <ul><li>Lead, mentor, and coordinate the activities of the contract’s administrative and billing staff, ensuring efficient workflow and adherence to deadlines</li><li>Foster a collaborative and supportive team environment, setting performance expectations and conducting regular performance reviews for all direct reports</li><li>Oversee contract full-cycle accounting, including monthly, quarterly, and annual accrual processes</li><li>Oversee document control processes and maintain contract accounting records in accordance with the client’s requirements</li><li>Oversee the completion of accounts receivable, accounts payable, and payroll functions, ensuring accuracy and compliance.</li><li>Assist in development of facility maintenance budgets, forecasts, and variance analysis</li><li>Drive continuous improvement of accounting processes, controls and reporting</li><li>Oversee work order management responsibilities of the team</li><li>Work with procurement and other departments on implementing and streamlining workflow processes</li><li>Create and update training materials, ensuring consistency in process execution and quality of service</li><li>Lead ongoing training initiatives to improve team efficiency and service quality</li><li>Offer back-up support to the Administrators, ensuring administrative duties are handled efficiently when needed</li><li>Other duties as assigned</li></ul>
2026-08-13T00:00:00Z