Administrative Assistant

Trevor Frances Recruitment; Toronto; On-site; CAD 42,000 - 55,000; Full time

Job summary

Trevor Frances Recruitment is seeking an organized Administrative Assistant for a boutique wealth advisory office in Toronto. You will support client relations, coordinate complex calendars, and prepare materials for advisor consultations, while maintaining strict confidentiality around sensitive financial information.

The role suits a proactive administrative professional eager to grow in private wealth, estate planning, and family office stewardship within a collaborative team that values

Qualifications

• 2+ years of professional administrative or office support experience.
• A genuine eagerness to learn about wealth management and private finance.
• Meticulous data entry, editing, and paperwork handling.
• Discretion and a commitment to client confidentiality regarding wealth.
• Proficiency with MS Office and ability to learn cloud-based CRM or tracking software.
• Excellent written and verbal communication with high-earning professionals.

Responsibilities

• Serve as the first point of contact for affluent clients via phone and email, ensuring excellent communication.
• Master executive calendar management and coordinate client reviews and internal meetings.
• Prepare client materials, organize files, and assist in creating presentations or data summaries.
• Maintain digital and physical filing structures with strict confidentiality of financial records.
• Oversee boutique office operations: mail, supplies, client tracking, and vendor coordination.
• Learn about wills, trusts, corporate structures, and holistic wealth strategies through practice.

Skills

Professional communication

Discretion and integrity

Attention to detail

Office administration

Financial curiosity

Tools

Microsoft Office Suite

Cloud-based CRM software

Job description

Trevor Frances Recruitment has partnered with a highly respected, boutique family advisory and private wealth firm located in the heart of Toronto. Operating as the comprehensive "financial headquarters" for high-net-worth families, entrepreneurs, and multi-generational business owners, our client is known for providing deeply personalized, white-glove service. They specialize in holistic financial planning, tax efficiency, estate preservation, and philanthropic legacy planning.

This is an exceptional opportunity to join a tight-knit, collaborative team that treats clients like family and deeply values long-term relationships over quick transactions.

The Opportunity

We are seeking an organized, polished, and proactive Administrative Assistant to serve as the structural backbone of this boutique office.

This role is perfect for a classic administrative professional who possesses a genuine curiosity for the world of wealth management and private finance. Our client is looking for someone with outstanding core administrative skills who is eager to absorb the intricacies of high-net-worth asset coordination, estate planning, and family office stewardship.

Key Responsibilities

• Client Relationship Support: Act as the warm, professional first point of contact for affluent clients, coordinating inquiries and ensuring exceptional communication across phone and email.
• Calendar & Schedule Coordination: Masterfully manage executive calendars, schedule complex client reviews, coordinate internal meetings, and keep the advisory team aligned on deadlines.
• Meeting Preparation: Compile client materials, organize files, and assist in preparing clean presentations or data overviews prior to advisor consultations.
• Data & File Architecture: Maintain impeccable digital and physical filing structures, ensuring strict confidentiality regarding sensitive financial records and family histories.
• Boutique Office Management: Handle essential office logistics, including processing mail, ordering supplies, maintaining client tracking sheets, and interfacing with external vendors.
• Industry Learning: Proactively observe client cycles, ask questions, and build a foundational knowledge of wills, trusts, corporate structures, and holistic wealth strategies.

Qualifications & Attributes

• Experience: 2+ years of professional administrative or office support experience (experience in a boutique law firm, real estate office, accounting firm, or other professional services is a strong asset).
• Financial Curiosity: A genuine eagerness to lean into the wealth management world. You value personal finance and want an immersive vista to learn the private wealth ecosystem.
• Meticulous Eye for Detail: High-net-worth administration requires flawless data entry, careful editing, and a systematic approach to paperwork.
• Discretion and Integrity: Utmost respect for privacy and a strong commitment to maintaining total confidentiality regarding client wealth.
• Technical Savvy: Highly proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning new cloud-based CRMs or tracking software.
• Refined Communication: Exceptional written and verbal communication skills suited for interacting comfortably with established business leaders and high-earning professionals.

Trevor Frances Recruitment is an equal opportunity recruitment partner. All applications will be reviewed in strict confidence.