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JOB SUMMARY:

As the first point of contact for the organization the Junior Receptionist/Administrative Assistant, ensures every client experience is a positive one. This role is responsible for covering reception and providing administrative support to the Sales and Administrative teams alongside a reception administrative assistant partner.

About You

As the first point of contact for the organization, you are sociable, have a positive attitude, and are dedicated to assisting clients with your expert customer service skills. You are an ambitious, independent professional who thrives on results and understands the importance of the privacy and confidentiality of our clients and business.

CORE RESPONSIBILITIES:

Reception & Office Administration

- Reception: Answering multi-line (3) phone system in a timely manner directing calls to the correct team member, assist with gathering requested client information, maintain telecommunications systems with vendor as requested, such as but not limited to general mailbox messaging
- Meetings & Visitors: Prepare meeting checklists and meeting folders, make client reminder calls, and support meeting logistics such as but not limited to the tasks above, welcome and greet clients/visitors, inform team members of arrivals, manage Outlook calendar and schedule meetings by phone, email or face-to-face, and make special arrangements for guests as required, in collaboration with Team Lead & VP, Marketing/Communications and Client Services
- Misc. Duties: Maintain safe and clean reception, kitchen and guest facilities, complying with procedures, rules and regulations (including but not limited to weekly garbage and recycling),



office supply orders, including but not limited to toiletries, groceries, stationery, equipment and furniture, incoming and outgoing mail/courier (sort, distribute, mail drop-off)

Client Onboarding & General Support

- Client Onboarding: completes administrative business handling procedures: pre-edit, client and account set up, client adjustments, OAS & CPP applications, document imaging and retention, business/client checklists, while maintaining compliance standards
- Client Account Maintenance: complete client account administrative tasks such as, but not limited to, client profile updates (client name, address, phone, email, beneficiary updates), new and updated forms completion (e.g. fee for service, know your client) account updates and database updates, OAS/CPP updates while maintaining compliance standards, online access
- Client servicing: work on client inquiries independently or alongside team members, while maintaining compliance standards, generating account statements, copy, file and maintain paper and electronic documents and records, prepare new client cards and other new client communications as requested

Tax & CRA Support

- Support tax intake (secondary/relief coverage), provide tax support for tax client review and processing, prepare and submit CRA authorization forms, assist with other tax & CRA related tasks as required,



such as but not limited to the items above

Other Miscellaneous Duties

- Social Committee Support: assist with office event organizing and annual client events, coordinate and pick-up team lunch orders, as requested
- Other Details: This role also provides back-up coverage for the Senior Receptionist during absences (e.g., PTO, lunch breaks, sick days), ensuring continuous front-desk coverage.

We are a small office, and every team member contributes to the team effort by completing special projects and duties as assigned If you're the right person for this opportunity, you will have:

- Minimum 2 years skilled office experience required
- High school diploma or equivalent
- Financial Services experience preferred (but not required)
- Excellent customer service skills and telephone manner
- Comfortable answering more than one line on a multi-line phone system (3)
- Intermediate proficiency in Microsoft Office Word/Excel/Outlook
- Strong verbal and written communication skills
- Accuracy and attention to detail a must

CIC Financial Group is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal or provincial laws. Job Types: Full-time, Fixed term contract

Pay: $18.93-$24.00 per hour

Benefits

- On-site parking

Flexible language requirement:
- French not required

Application question(s):
- Are you comfortable answering more than one phone call at a time?

Work Location: In person

📌 Jr. Receptionist/Administrative Assistant, Client Services (Ancaster)
🏢 CIC Financial Group
📍 Ancaster