Executive Office Manager

T.E.A.M Financial Solutions; Waterloo; On-site; CAD 75,000 - 90,000; Full time

Job summary

A leading Canadian financial planning firm is seeking an exceptional Executive Office Manager to oversee operations and enhance client experiences. This role requires strong leadership and organizational skills, with a focus on compliance and team management in a dynamic environment. Join a supportive culture that values your contributions and offers competitive compensation.

Benefits

Competitive base salary

Strong bonus program

Comprehensive benefits package

3 weeks vacation time

Birthday off annually

Half days on Fridays

Qualifications

• 5+ years of experience in an Office Manager position.
• Experience in the financial industry preferred.
• Professional and welcoming interpersonal skills.

Responsibilities

• Manage office operations including bookkeeping and invoice processing.
• Lead and supervise administrative staff.
• Ensure a welcoming experience for clients.

Skills

Leadership

Organization

Communication

Detail Oriented

Client Service

Education

LLQP certified

IFIC or CSC certified

Tools

Microsoft Office Suite

Salesforce

Conquest Planning software

Job description

About The Job

Who We Are

T.E.A.M. Financial Solutions is a leading Canadian financial planning firm based out of Waterloo, ON helping our clients achieve lifetime financial security and live healthier lives. T.E.A.M stands for To Educate and Mentor and this is our mission to provide to our clients every day. We recognize that everyone’s financial strategy is as unique as they are and we work to build a plan that best supports them and their goals. We support clients at all points in their life from buying their first home, getting married, saving for a child's education and saving for retirement. We uphold a high level of professionalism and pride ourselves in our boutique services.

We are a small but mighty team where we specialize in managing the wealth of high net worth clients, building out financial strategies for investment, saving and reaching financial goals. We also work with clients with respect to estate planning and intergenerational wealth transfers.

We aim to provide the best service to our clients by creating an empowering space for our employees. Your role does not define your job, we encourage curiosity, innovation, and to think differently. We support personal and professional development, aiming to bring out the best in our team.

The Role

We are looking for an exceptional Executive Office Manager to ensure the smooth operation of the office from end to end. The successful candidate will plan, organize, direct and oversee the business, staff, operations, communications, compliance and regulation management to ensure a seamless delivery of our services. You have a passion for working with people and achieving long-term client success.You are a motivated and knowledgeable professional seeking to work alongside experienced financial advisors in a dynamic and fast paced environment.You appreciate the opportunity to make a difference, collaborate, have continuous growth, and be a key member of a growing business.

You will be working with and reporting to the firm’s managing partner, you will lead team members and engage with the firm’s clients to create a supportive and outstanding client experience. You will have the following responsibilities, qualifications and experience.

Responsibilities

• Business Management: Managing office operations including book-keeping, invoice processing, calendar and inbox management, staff meetings, supply ordering, and running monthly analytics.
• Staff Management: Leading and supervising administrative staff, reporting on vacation and workload, onboarding, termination and payroll.
• Operations: Managing operations of the office including but not limited to asset tracking, phone system management, point of contact with technical support and building maintenance.
• Client Experience: Responsible for ensuring a welcoming experience for all clients such as organizing client appreciation events, gifts, printed materials, Eliteclient experiences and more.
• Compliance and Regulation Management: Ensure adherence to company policies and regulations such as license renewals and designations, insurance management, credit management and other related tasks.

Experience and Required Skills

• 5+ years of demonstrated experience in an Office Manager position or equivalent
• Experience working in the financial industry is highly preferred
• LLQP (Life License Qualification Program) certified is an asset
• IFIC (Investment Funds in Canada) or CSC (Canadian Securities Course) certified, also an asset
• Influential leader able to commend a room and collaborate well in a team environment
• Ability to stay organized in a fast-paced environment with competing priorities
• Professional and welcoming interpersonal skills to provide exceptional service to clients
• Detail oriented with a high standard for quality in their own work and others
• Highly effective verbal and written communicator
• Comfortable with budgeting and financial planning for office expenses
• Proficient in Microsoft Office Suite
• Experience using Salesforce and Conquest Planning software

Why Join Us?

• An opportunity to play a pivotal role in shaping the company’s operations and client experience
• Competitive base salary tailored to your experience (salary range $75,000-$90,000)
• Strong bonus program designed to reward performance, approximately 10% -15% of base
• Comprehensive benefits package from day one
• 3 weeks vacation time in addition to having your birthday off annually when it lands on a Monday-Friday
• Half day’s on Fridays year round
• Thrive in a supportive culture where your contributions are valued and make a tangible impact