Executive Assistant

YMCA; Owen Sound; On-site; CAD 70,000 - 100,000; Full time

Job summary

A family-owned financial advisory firm in Owen Sound is seeking an Executive Assistant to provide comprehensive administrative support to senior management. The individual will manage communications, organize meetings, and handle client relations. A competitive salary ranges between $70,000 and $100,000 annually, depending on experience. This is a full-time, permanent position in a supportive on-site work environment with various benefits, including a pension plan.

Benefits

Pension

Health benefits

Flexible schedule

Small-team atmosphere

Qualifications

• 3 to 5 years of proven experience supporting executives, preferably in financial services or insurance.
• High level of discretion, sound judgment and unwavering professionalism.
• Ability to work independently with minimal supervision as part of a collaborative team.

Responsibilities

• Provide exceptional administrative support to senior management.
• Manage senior leaders’ calendars, schedule appointments, and coordinate meetings.
• Act as a professional point of contact for high-value clients.

Skills

Proven experience supporting executives

Mastery of Microsoft Office

Strong problem-solving abilities

Exceptional organizational skills

Tools

Sage 50

Job description

Full‑time permanent position at a family‑owned financial advisory firm in Owen Sound, ON. Annual salary ranges from $70,000 to $100,000 based on experience.

Why Should I Apply?

• Great starting salary – $70,000 to $100,000 per year
• No weekends required – straight days Monday to Friday
• Small‑team atmosphere
• On‑site, non‑remote work environment
• Pension, benefits and other perks offered
• Excellent long‑term opportunity with a growing organization

About The Role

The Executive Assistant provides exceptional and comprehensive administrative support to senior management in a fast‑paced financial services environment. The role ensures smooth daily operations related to retirement planning, insurance services, wealth management and client relations. Superior communication, strong problem‑solving and excellent organizational skills are essential.

Executive Support

• Handle incoming communication on behalf of senior management and prioritize items requiring immediate attention
• Manage senior leaders’ calendars, schedule appointments, coordinate meetings and arrange conference calls
• Prepare meeting materials, agendas, briefings and follow‑up action summaries
• Coordinate business travel, accommodations and itineraries
• Maintain confidentiality and handle sensitive information with discretion

Client & Relationship Management

• Act as professional, courteous point of contact for high‑value clients, vendors and external partners
• Support client onboarding by preparing documentation, gathering information and ensuring compliance with regulatory standards
• Assist with preparing client communications, packages and reports

Operations & Administrative Coordination

• Organize and maintain filing systems, records, insurance policies and compliance documents (digitally and physically)
• Support processing of transactions, policy changes and client documentation in collaboration with internal teams
• Track deadlines, renewals, regulatory requirements and follow‑up tasks to ensure timely completion
• Coordinate office operations and support bi‑weekly payroll activities

Project & Business Development Support

• Assist senior management with special projects, strategic initiatives and operational improvements
• Support marketing and business development activities including client events, communication campaigns and community engagement
• Conduct research and compile data as needed to support decision‑making
• Help maintain CRM systems, update records and ensure data accuracy
• Other tasks as assigned

Qualifications

• 3 to 5 years of proven experience supporting executives, preferably in financial services or insurance
• Mastery of Microsoft Office and comfort learning financial systems
• High level of discretion, sound judgment and unwavering professionalism
• Ability to work independently with minimal supervision as part of a collaborative team
• Exceptional organizational skills with ability to manage multiple tasks/competing priorities
• Strong problem‑solving abilities and proactive mindset
• Experience using Sage 50 considered an asset

How to Apply

By email: [e-mail]

Only those selected for an interview will be contacted. Application deadline: December 31, 2025.