administrative assistant

The Quasar Wealth Experience At Quasar Wealth Management Ltd., we are committed to helping individuals, families, and business owners achieve lasting financial success through personalized advice, thoughtful planning, and exceptional client service. We are a growing, close knit team that values professionalism, accountability, strong work ethic, and the ability to think ahead. Our environment is fast-paced, collaborative, and client focused, where attention to detail, responsiveness, and initiative make all the difference. We believe exceptional support goes beyond completing assigned tasks. It means anticipating needs, recognizing challenges before they arise, finding solutions, and taking ownership of responsibilities. If you are highly organized, resourceful, and enjoy being the person who keeps everything running smoothly behind the scenes, this could be an excellent opportunity for you. The Opportunity We are seeking a motivated, detail-oriented, and proactive Administrative Assistant to provide dedicated administrative and operational support to one of our Financial Advisors. The primary focus of this position will be managing the Advisor's calendar, coordinating client meetings, preparing and processing investment documentation, and ensuring client requests and transactions are handled accurately and efficiently. Beyond these core responsibilities, we are looking for someone who brings initiative, sound judgment, and strong problem-solving skills to the role. The ideal candidate will take ownership of their responsibilities, anticipate what needs to be done next, and proactively identify solutions rather than waiting for instructions. This position plays an important role in delivering an exceptional client experience while supporting the continued growth and efficiency of the Advisor's practice. Key Responsibilities Advisor & Administrative Support * Proactively manage the Advisor's calendar, scheduling client reviews, prospect meetings, follow-ups, and internal appointments. * Coordinate and confirm client meetings, ensuring efficient use of the Advisor's time. * Prepare meeting packages, client files, investment reports, and supporting documentation in advance of appointments. * Track meeting action items, outstanding requests, and follow-up commitments to ensure timely completion. * Assist with email management, client correspondence, and general administrative inquiries. * Maintain organized electronic client files, correspondence, and documentation. * Anticipate upcoming deadlines, scheduling conflicts, and administrative requirements, taking initiative to address them. Investment & Client Service Administration * Prepare, review, and process investment-related paperwork for mutual funds, segregated funds, GICs, and other investment products. * Assist with new client onboarding, account openings, transfers, beneficiary updates, and account maintenance requests. * Track pending applications, investment transfers, and outstanding documentation, following up to ensure timely processing. * Identify missing information, discrepancies, or potential processing delays and proactively assist in resolving them. * Maintain accurate client information and documentation in accordance with internal procedures and applicable compliance requirements. * Communicate professionally with clients, investment companies, carriers, and internal team members regarding administrative requests and transaction updates. * Respond promptly to client inquiries while maintaining exceptional service standards and confidentiality. Practice Management & Process Improvement * Maintain accurate and up-to-date client information, activities, and workflows within the firm's CRM and investment administration systems. * Assist in managing client review schedules, recurring service activities, and outstanding tasks. * Monitor pending items and ensure important deadlines and commitments are not overlooked. * Identify opportun