Executive Assistant and Administrative Operations Coordinator

iA Financial Group; Quebec; Hybrid; CAD 30,000 - 60,000; Full time

Job summary

A leading financial services firm in Quebec seeks an experienced Executive Assistant and Administrative Operations Coordinator. This role includes supporting the Operations team with governance, organizing meetings, and managing administrative tasks. Ideal candidates have over 5 years of relevant experience in financial markets and strong organizational skills, as well as advanced English proficiency. A hybrid work environment is offered alongside competitive benefits.

Benefits

Flexible group insurance

Competitive pension plan

Employee share purchase plan

Wellness/personal development days

Telemedicine

Employee assistance program

Performance bonus

Qualifications

• Minimum of 5 years of relevant experience.
• Specialized knowledge of financial market structures, particularly in fund administration.
• Experience in an asset management or trading floor environment.

Responsibilities

• Act as administrative coordinator for operations and governance.
• Organize team meetings and events.
• Manage calendars, calls, travel, and expense reports.

Skills

Dynamic

Organized

Agile

Strong interest in teamwork

Detail-oriented

Proactive

Strong office software skills

Advanced English

Education

College or University Diploma in office administration or equivalent

Tools

Microsoft Office Suite

Job description

Executive Assistant and Administrative Operations Coordinator / Investment Operations / Quebec / Montreal

Build the future with us

Are you known for being dynamic, organized, and agile? Would you like to grow in a stimulating financial environment that values collaboration, kindness, and impact across the team? We have a position for you!

You will work closely with the Operations team inside the COO sector, with the Executive Assistant to the General Manager of this sector, and with the Investment Assistants, to ensure efficient and rigorous management of activities.

This position is a great opportunity to showcase your skills and fully realize your potential within a caring and trustworthy company. Here, people and their development are at the heart of our priorities, fostering a collaborative and innovative work environment.

What you will accomplish with us

You will report directly to the Executive Director of the sector and, in a matrix structure, to the Senior Director of Investment Operations. Your responsibilities will include:

Specialized support for the Operations team within the Investment Management division

• Act as the administrative coordinator for the governance of the primary operations service provider and other third-party service providers involved in fund administration: securities custody, securities registration, data management, and fund accounting
• Act as the administrative coordinator for the Operations team's collaborations with external stakeholders in the operations ecosystem – relationships with all third parties involved in the post-trade processing of transactions.
• Act as the administrative coordinator for the governance of services provided to our institutional clients.
• Serve as a resource person for team members and partners
• Plan and organize team meetings and events.

Specialized support for the "Investment Work Environments" function

• Organize the activities of the General Manager for this function in close collaboration with the "Work Environment" practice within the Investment Performance team and with the group of employees specializing in these matters
• Contribute to developing and maintaining the network of partners for this function within the iA Group
• Support the leader of this practice and all its members
• Actively contribute to the continuous adaptation of work environments to the needs of the Investment Management division

Support to the leaders of both teams

• Carry out requests based on leaders’ priorities
• Manage calendars, calls, business travel, expense reports, and other administrative tasks
• Provide advice to optimize individual organization

Resource person for the Investment assistants’ community

• Provide predefined cross‑functional services based on your expertise and experience
• Ensure targeted replacements during absences
• Propose and implement improvements to processes and practices

What could accelerate your success in this role

• College or University Diploma in office administration or equivalent.
• Has a minimum of 5 years of relevant experience
• Specialized knowledge of financial market structures, particularly in the area of fund administration.
• Specialized knowledge of workplace management, ideally in an asset management or trading floor environment.
• Has a strong interest in teamwork
• Is dynamic, detail‑oriented, and proactive
• Has strong office software skills (especially Microsoft Office Suite including Copilot)
• Can responsibly handle and analyze data
• Has an advanced level of English, as the role involves responding to calls and emails in English and participating in meetings with English‑speaking partners and clients on a daily basis

Why you’ll love working with us

• A work environment where learning and development go hand in hand with a collective pursuit of excellence
• A healthy, safe, fair, and inclusive workplace where your potential can be freely expressed and developed
• The opportunity to work in a hybrid environment supported by flexibility and access to inspiring and innovative workspaces
• Competitive benefits: Flexible group insurance, competitive pension plan, employee share purchase plan, vacation and wellness/personal development days, telemedicine, employee and family assistance program, ergonomic furniture program, performance bonus, discounts on iA products, and much more!

Apply now and take charge of your career—where your talent truly matters!

Still hesitating to apply?

At iA, we believe in potential and value diverse experiences. If this role inspires you, go ahead and apply—we’d love to get to know you!

Location(s) Québec, Québec Other Possible Location(s) Montreal, Quebec, Toronto, Ontario

Company Industrial Alliance Investment Management Inc.

Posting End Date 2025-11-17

Company Overview

iA Financial Group* is the strength of a company with a human side, with its over 8,000 employees. Together, we have earned the trust of our more than four million clients and 25,000 advisors who have chosen us for their insurance, savings, and wealth management.

With over $200 billion in assets and half a billion invested in technological innovation, we’re a key player in the financial services industry in Canada and the United States. The secret to our success? Investing in you, one person at a time. Because, for over 125 years, we have believed that it’s by supporting our employees and surrounding ourselves with the most reputable leaders in the industry, we will continue to innovate.

At iA, we’re invested in you.

* iA Financial group includes of the following entities: iA Services financiers, iA assurance auto et habitation, iA Gestion privée de patrimoine, PPI Management, Investia, iA Gestion de placements, Prysm, iA Clarington, Michel Rhéaume et associés, Garanties Nationales, WGI Manufacturing, WGI Service Plan Division, Lubrico, iA Financement auto

Our Commitment to Diversity and Inclusion

At iA Financial Group, we support and celebrate diversity. We strive to provide a workplace that is recognized as inclusive for all, regardless of ethnic origin, nationality, language, religious beliefs, gender, sexual orientation, age, marital status, family situation, or physical or mental disability.

Please note that if you need help or assistance to make the recruitment process more accessible for you, please Contact us here. Someone from our team will be happy to assist you with your needs.