About Us The Hayhoe Team of Raymond James is a financial advisory practice serving families, business owners, and charities in Kitchener, ON. Backed by the resources of one of North America's largest independent financial services firms, we operate as a close-knit local team and building long-term relationships grounded in trust, responsiveness, and personalized advice. We are a small team where every person's work is visible and matters.

The Role

We're looking for an organized, personable Administrative Assistant to be the operational backbone of our office. This is a true generalist role: you'll be one of the first person clients see and hear from, and you'll also be the one making sure paperwork is accurate, deadlines are met, and the office runs smoothly.

We also invest in the people who join us. If you want to build a long-term career in financial services, we cover exam fees and provide dedicated study time for CIRO licensing, insurance licensing, and financial planning designations

What You'll Do

Client Service & Reception

- Greet clients, answer and route incoming calls, and respond to client inquiries promptly and professionally
- Schedule and confirm client review meetings, and prepare meeting materials in advance
- Follow up on outstanding client requests and keep the team informed of anything time-sensitive

Account & Paperwork Support
- Prepare, review, and process new account applications, transfers, beneficiary changes, and service forms
- Track paperwork through to completion, following up with clients and head office as needed
- Maintain accurate, complete client records

Office & Data Management
- Maintain our CRM (Wealthbox): update client information, log interactions, and manage task and follow-up workflows
- Organize and maintain physical and digital filing systems

Support & Coordination
- Assist with preparation of client review packages and reports




- Support marketing and client-appreciation activities, including mailings, seminars, and events
- Take on ad hoc projects as the practice grows

What You Bring

Required

- Experience in an administrative, client service, or office coordination role
- Excellent written and verbal communication skills, with a warm and professional client manner
- Strong organizational skills and attention to detail
- Highly proficient with technology. You can work independently in Outlook, Word, and Excel from day one
- Ability to handle confidential financial information with absolute discretion

Preferred
- Prior experience in a financial advisory firm, bank, credit union, accounting or insurance office
- Hands-on experience with Wealthbox or another advisor CRM (Salesforce, Redtail, Maximizer)
- Understanding of registered and non-registered account types (RRSP, TFSA, RESP, RRIF)
- Experience with Wealthbox, or another advisor CRM (Salesforce, Redtail, Maximizer)
- If you have a tax background please be sure to let us know as the skills and abilities required to be successful in a bookkeeping or tax office will translate well into your skills for this role.

What We Offer

- Health Spending Account — $1,500 annually, beginning in Year 1
- RRSP matching — up to 5% of salary
- Paid vacation — two weeks to start, increasing to three weeks after your first year
- 5 paid sick days per year
- Summer hours — the office closes early every day at 4:00 pm through June, July, and August
- Fully paid exam fees for CIRO licensing, insurance licensing, or financial planning designations (CFP, QAFP, PFP)
- A small, collaborative team where your contributions are seen and valued

Benefits and RRSP matching begin after a 90-day probationary period. Pay: $50,000.00-$55,000.00 per year

Advantages

- Dental care
- Flexible schedule
- On-site parking
- Paid time off
- RRSP match

Work Location: In person

📌 Administrative Assistant - Wealth Management (Kitchener)
🏢 Raymond James - Hayhoe Team
📍 Kitchener