Investment Advisor Assistant

Ventum Financial; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A financial services firm in Toronto is looking for an Investment Advisor Assistant to support a team in maintaining client relationships and performing administrative tasks. The ideal candidate should have at least 3 years of experience in the regulated financial services industry, possess strong communication skills, and be detail-oriented. Responsibilities include liaising with operations, managing trade maintenance, and ensuring compliance. A collaborative approach is essential, along with proficiency in Microsoft Office and trading platforms.

Qualifications

• Strong oral and written English communication skills.
• At least 3 years of Sales Administration experience in the investment industry.
• 5+ years of experience in a sales and/or brokerage industry.

Responsibilities

• Build strong working relationships across the branch and with clients.
• Liaison with Back Office Operations and enter equity trades in Dataphile.
• Provide excellent client service and address inquiries.

Skills

Communication skills

Time management

Organizational skills

Interpersonal skills

Detail-oriented

Education

Canadian Securities Course

CIRO Licensed (IR or RR)

Tools

Microsoft Office (Excel, PowerPoint, Word)

Dataphile trading platform

Job description

POSITION OVERVIEW:

Ventum Financial Corp. is currently looking for Investment Advisor Assistants to join our Private Client Services team in various office locations. This role will support a team of Investment Advisors/Portfolio Managers in establishing and maintaining strong client relationships, and perform required administrative tasks related to marketing, client service and relationship management.

Key Responsibilities:

• Actively build strong working relationships across all levels within and outside the branch by maintaining a working knowledge of the business environment, keeping the investment advisor informed, responding to business needs, and providing practical solutions
• Liaison with Back Office Operations/ Retail Equity Trading/ Compliance and enter equity trades in Dataphile trading platform
• Maintain Quote Watch list of current positions/ Major Indices
• Morning Portfolio sheets prepared daily (Dataphile)
• Prepare day’s end holdings report for all positions traded
• Trade updates
• Re-Org (monitor Re-org notices pertaining to positions held)
• Review, administer and follow-up on all Compliance related queries
• Review, administer and follow-up on credits and debits
• Provide excellent client service to all inquiries, including quotes and client account related inquiries
• Address any compliance/suitability issues on Portfolio AID
• Help build marketing material
• Implement and administer a CRM and gather pertinent client data to build maintain the database
• Tax and Banking/CRA Document Management

Requirements:

• At least 3 years of experience working within regulated financial services industry as Admin/Sales Assistant to Investment Advisors
• CIRO Licensed (IR or RR) mandatory and licensed with Options strongly preferred
• Ability to work quick and under strict deadlines
• Strong planning, organizational and time management skills with the ability to prioritize tasks efficiently
• Exceptional interpersonal skills when interacting with clients and internal colleagues, including senior management and senior financial professionals (Investment Advisor(s) and Portfolio Manager(s))
• Understands the importance of Compliance with established operating procedures and protocols
• Knowledge of industry regulatory rules, relevant legislation and requirements and keeping up with systems and regulatory changes
• Proactive, confident, and professional approach to problem-solving, at times with minimal supervision
• Detail oriented with advanced knowledge of administrative functions and procedures
• Takes ownership of tasks and consistently shows initiative in finding solutions.
• Excellent oral and written communication skills

Qualifications:

• Strong oral and written English communication skills
• At least 3 years of Sales Administration experience in the investment industry is a must
• 5+ years of experience within a sales and/or brokerage industry environment is a strong asset
• Canadian Securities Course (current)
• Conduct & Practices Handbook (current)
• Advanced skills in Microsoft Office (Excel, PowerPoint and Word)
• Requires exceptional discretion and confidentiality in handling sensitive information
• Acts as a positive team-player – trustworthy, capable, and reliable.

Ventum is committed to fostering an inclusive, accessible environment where all employees and customers feel valued, respected, and supported. If you are invited to interview and require accommodation (including alternate formats of materials, or accessible meeting rooms or other accommodation), please let us know and we will work with you to meet your needs.