Canadian Part-Time Bilingual Executive Assistant

October 29, 2024

JOB DESCRIPTION:
As a Part-Time billingual Executive Assistant to our Financial Planner, you will play a critical role in supporting the day-to-day operations of our firm. You will be responsible for a wide range of tasks, from administrative support to client relationship management, digital marketing, and project coordination. This role requires a proactive individual who thrives in a fast-paced environment, is tech-savvy, and possesses a strong understanding of financial planning processes. The position is part-time, offering flexible hours while requiring dedication and attention to detail.

**KEY RESPONSIBILITIES:**
1. Manage the financial planner’s calendar, schedule client meetings, and organize meeting agendas.
2. Provide general office management, including document filing, data entry, and maintaining client records.
3. Utilize CRM software to manage client interactions, track client data, and ensure smooth communication between the financial planner and clients.
4. Prepare and deliver client presentations, financial reports, and internal documents.
5. Assist in the creation of visually appealing and accurate presentations using Microsoft PowerPoint.
6. Assist in the development and management of digital marketing campaigns, including content creation for newsletters, social media, and client communications.
7. Coordinate multiple projects simultaneously, track progress, and ensure deadlines are met. Use project management tools like Asana or Trello to manage tasks efficiently.
8. Assist in the completion of financial forms, client onboarding, and other financial documents.
9. Handle client billing, track hours spent on client services, and prepare invoices.
10. Utilize Microsoft Office (Excel, Word, PowerPoint) and other financial software to support data analysis, report generation, and document creation.
11. Manage compliance-related documents, ensuring adherence to industry regulations and data protection laws.
12. Handle incoming calls, set up conference calls, and communicate with clients on behalf of the financial planner(s).
13. Efficiently schedule appointments, prioritize tasks, and manage the financial planner’s calendar to ensure optimal productivity.
14. Handle sensitive financial information with the utmost discretion and ensure all client data remains secure and private.

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QUALIFICATIONS:
1. Proficiency in French is REQUIRED, as you will be communicating with clients and colleagues in both English and French.
2. Only candidates with permanent residence or citizenship in CANADA and residing in the greater Ottawa/Gatineau area will be considered
3. Proven experience as an Executive Assistant, Administrative Assistant, or in a similar role.
4. Strong understanding of financial planning concepts and terminology.
5. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and CRM software.
6. Excellent organizational and time management skills.
7. Strong written and verbal communication skills.
8. Ability to handle multiple tasks and projects simultaneously in a fast-paced environment.
9. High level of discretion and confidentiality.
10. Familiarity with digital marketing strategies and project management tools.
11. Basic financial literacy and experience with financial software are a plus.
12. Ability to adapt to new technologies and workflows quickly.

PREFERRED QUALIFICATIONS:
1. Experience working in a financial planning or similar environment.
2. Knowledge of financial compliance and regulatory requirements.
3. Experience with digital marketing, including social media management and content creation.

ABOUT US:
We are a leading financial planning firm dedicated to providing personalized financial strategies to our clients. We pride ourselves on our commitment to excellence, innovation, and client satisfaction. We are looking for a dynamic and highly organized Part-Time Executive Assistant who is bilingual in French and English to join our team and support our financial planners in delivering exceptional service to our clients.

We use a leading third-party background check company in order to protect our clients and our business.  A background check is mandatory and non-negotiable. Thank you for your understanding.

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