Administrative Assistant

At Raymond James, we develop, we collaborate, we decide, we deliver, and we improve together . Raymond James Ltd. is Canada’s leading independent investment dealers offering high quality investment products and services to Canadians seeking customized solutions to their wealth management needs. Administrative Assistant How does the role impact the organization? The Administrative Assistant plays a key role in ensuring the smooth daily operation of our high–net worth wealth management practice. This role supports the advisory team by providing professional client service, precise administrative execution, CRM management, and consistent coordination of client communications and meetings. The ideal candidate will have at least 2 years of previous experience, ideally in a financial services firm, as well as excellent communication skills, attention to detail, and the ability to handle multiple tasks and prioritize effectively. The candidate should also be comfortable working in a fast-paced, dynamic environment and be able to adapt to changing needs and priorities. What is the position responsible for? Client Service Greet clients upon arrival; offer refreshments and maintain a warm, professional experience. Handle all incoming and outgoing telephone calls professionally, forward or take messages as appropriate. Prepare meeting rooms: set up materials, ensure cleanliness before/after all appointments. Coordinate and send client birthday acknowledgements and milestone touchpoints. Meeting Coordination Schedule client reviews and other meetings; coordinate room bookings and Zoom invitations. Maintain accurate calendars for advisors and ensure all meeting materials are prepared and delivered in advance. CRM Management (Microsoft Dynamics) Maintain accurate client records, notes, and task tracking in Dynamics. Support follow‑up workflows for client engagement and service sequencing. Run proactive call rotations or reminders where required. Client Communications & Mailings Manage quarterly physical mailings to clients, including printing, packaging, and mailing. Manage quarterly electronic mailings to clients, including uploading documents and email distribution. Process inbound/outbound mail daily (Canada Post, FedEx, courier). Maintain inventory of stationery, mail materials, and office supplies. Update newsletter distribution lists monthly on Constant Contact Document Handling & Operations Support Scan, name, and electronically file client documentation in shared drive. Submit documents to relevant internal operations teams and follow up as needed. Support tax season by scanning and organizing T-slips and tax-related client files. Maintain confidentiality and compliance with all firm policies and regulatory requirements. Provide backup support to administrative team when needed. Advisor Support Handle expenses, including managing expense reports and reconciling company credit card statements. What can you expect from us? Our most important investment is in people, Raymond James Ltd offers a competitive compensation and benefits package. Our benefits range from Health Benefits, RRSP Matching Program, Employee Stock Purchase Plan, Paid Time Off, Volunteer Days, Discretionary Bonuses, Tuition Reimbursement and many more! We also support internal promotion and community involvement. At Raymond James, we develop, we collaborate, we decide, we deliver, and we improve together . Raymond James Ltd. is Canada’s leading independent investment dealers offering high quality investment products and services to Canadians seeking customized solutions to their wealth management needs. Administrative Assistant How does the role impact the organization? The Administrative Assistant plays a key role in ensuring the smooth daily operation of our high–net worth wealth management practice. This role supports the advisory team by providing professional client service, precise administrative execution, CRM management, and consistent coordination of client communications and meetings. The ideal candidate will have at least 2 years of previous experience, ideally in a financial services firm, as well as excellent communication skills, attention to detail, and the ability to handle multiple tasks and prioritize effectively. The candidate should also be comfortable working in a fast-paced, dynamic environment and be able to adapt to changing needs and priorities. What is the position responsible for? Client Service Greet clients upon arrival; offer refreshments and maintain a warm, professional experience. Handle all incoming and outgoing telephone calls professionally, forward or take messages as appropriate. Prepare meeting rooms: set up materials, ensure cleanliness before/after all appointments. Coordinate and send client birthday acknowledgements and milestone touchpoints. Meeting Coordination Schedule client reviews and other meetings; coordinate room bookings and Zoom invitations. Maintain accurate calendars for advisors and ensure all meeting materials are prepared and delivered in advance. CRM Management (Microsoft Dynamics) Maintain accurate client records, notes, and task tracking in Dynamics. Support follow‑up workflows for client engagement and service sequencing. Run proactive call rotations or reminders where required. Client Communications & Mailings Manage quarterly physical mailings to clients, including printing, packaging, and mailing. Manage quarterly electronic mailings to clients, including uploading documents and email distribution. Process inbound/outbound mail daily (Canada Post, FedEx, courier). Maintain inventory of stationery, mail materials, and office supplies. Update newsletter distribution lists monthly on Constant Contact Document Handling & Operations Support Scan, name, and electronically file client documentation in shared drive. Submit documents to relevant internal operations teams and follow up as needed. Support tax season by scanning and organizing T-slips and tax-related client files. Maintain confidentiality and compliance with all firm policies and regulatory requirements. Provide backup support to administrative team when needed. Advisor Support Handle expenses, including managing expense reports and reconciling company credit card statements. What can you expect from us? Our most important investment is in people, Raymond James Ltd offers a competitive compensation and benefits package. Our benefits range from Health Benefits, RRSP Matching Program, Employee Stock Purchase Plan, Paid Time Off, Volunteer Days, Discretionary Bonuses, Tuition Reimbursement and many more! We also support internal promotion and community involvement. What do we expect from you? Experience in a financial services or office administration environment preferred. Strong proficiency with Microsoft 365 (Outlook, Excel, Word). Experience with Microsoft Dynamics CRM (or another CRM system) is an asset. Excellent communication skills—both written and verbal (English and French) Strong attention to detail, accuracy, and ability to manage multiple priorities. Team oriented with professionalism and courtesy Warm, polished, and professional client-service approach suitable for high–net worth clientele. Education and Experience Minimum 2 years of administrative experience; and Post-secondary education. Licenses and Certifications Completion of the Canadian Securities Course (CSC) is an asset. We encourage our associates at all levels to: Grow professionally and inspire others to do the same Work with and through others to achieve desired outcomes Make prompt, pragmatic choices and act with the client in mind Take ownership and hold themselves and others accountable for delivering results that matter Contribute to the continuous evolution of the firm Salary Range: $50,000-55,000 annually, in addition to competitive performance bonuses/incentives. Actual compensation will be determined based on skills, experience, internal equity, and other job requirements. This posting is for an existing vacancy. At Raymond James – we honor, value, respect the uniqueness, experiences, and backgrounds of all of our Associates. When associates bring their best authentic self, our organization, clients and communities thrive, it is part of our people-first culture. The Company is an equal opportunity employer and makes all employment decisions on the basis of merit and business needs. Here at Raymond James we demonstrate our commitment to ensuring equal opportunities for all candidates. To request accommodations, candidates are instructed to contact Human Resources via email at [email protected] . By reaching out to this email address, candidates can communicate their specific requirements and discuss the necessary accommodations they may need to participate fully in the recruitment process. We may use automated or AI-enabled tools to support parts of our recruitment and screening process, including screening, assessing or selecting applicants where applicable. These tools help us review applications efficiently, but they do not replace human decision-making. What do we expect from you? Experience in a financial services or office administration environment preferred. Strong proficiency with Microsoft 365 (Outlook, Excel, Word). Experience with Microsoft Dynamics CRM (or another CRM system) is an asset. Excellent communication skills—both written and verbal (English and French) Strong attention to detail, accuracy, and ability to manage multiple priorities. Team oriented with professionalism and courtesy Warm, polished, and professional client-service approach suitable for high–net worth clientele. Education and Experience Minimum 2 years of administrative experience; and Post-secondary education. Licenses and Certifications Completion of the Canadian Securities Course (CSC) is an asset. We encourage our associates at all levels to: Grow professionally and inspire others to do the same Work with and through others to achieve desired outcomes Make prompt, pragmatic choices and act with the client in mind Take ownership and hold themselves and others accountable for delivering results that matter Contribute to the continuous evolution of the firm Salary Range: $50,000-55,000 annually, in addition to competitive performance bonuses/incentives. Actual compensation will be determined based on skills, experience, internal equity, and other job requirements. This posting is for an existing vacancy. At Raymond James – we honor, value, respect the uniqueness, experiences, and backgrounds of all of our Associates. When associates bring their best authentic self, our organization, clients and communities thrive, it is part of our people-first culture. The Company is an equal opportunity employer and makes all employment decisions on the basis of merit and business needs. Here at Raymond James we demonstrate our commitment to ensuring equal opportunities for all candidates. To request accommodations, candidates are instructed to contact Human Resources via email at [email protected] . By reaching out to this email address, candidates can communicate their specific requirements and discuss the necessary accommodations they may need to participate fully in the recruitment process. We may use automated or AI-enabled tools to support parts of our recruitment and screening process, including screening, assessing or selecting applicants where applicable. These tools help us review applications efficiently, but they do not replace human decision-making.

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