Licensed Executive Assistant

Caldwell Securities Ltd.; Toronto; On-site; CAD 80,000 - 115,000; Full time

Benefits offered by this job

Discretionary bonuses

Professional development

Job summary

Caldwell Securities Ltd. is seeking an experienced Licensed Executive Assistant to support the President & COO at our Toronto head office.

The role requires strong communication, confidentiality, and a proactive approach to coordinating schedules, client interactions and projects. You will manage complex calendars, draft correspondence, conduct research, and prepare presentations using PowerPoint and Excel.

Qualifications

• A post-secondary degree (business related diploma or degree)
• 8-10 years of administrative experience
• Previous financial service / brokerage industry experience
• Required Preferred industry courses: Canadian Investment Regulatory Exam (CIRE), Retail Securities Exam (RSE)
• Preferred industry Registration: Investment Representative / Registered Representative designation
• Strong communication skills – verbal and written
• Exceptional client service skills
• Strong attention to detail
• Ability to adhere to privacy and confidentiality
• Plan, organize, prioritize, and multi-task
• Proficiency with PowerPoint, Excel, CRMs, and Outlook

Responsibilities

• Work closely with the executive and her clients
• Draft and proofread correspondence
• Conduct research as required
• Manage calendars and emails
• Provide outstanding wealth management service to clients
• Provide administrative support
• Develop and maintain Excel, Word and PowerPoint documents
• Use technology/systems to support clients
• Coordinate and schedule appointments and meetings
• Scan documents and maintain files
• File so information is up to date
• Assist with all office tasks
• Other administrative projects as directed

Skills

Verbal and written communication

Client service

Attention to detail

Planning and prioritizing

Project follow-through

Technology acumen

Interpersonal skills

Proactive learning

Multi-tasking

PowerPoint, Excel, CRM, Outlook

Education

Post-secondary degree in business or related field

Tools

PowerPoint

Excel

CRMs

Outlook

Job description

Caldwell Securities Ltd. (“Caldwell”) is a majority employee-owned investment dealer that has been providing sophisticated and experienced investment and wealth management advice to individuals and corporations since 1981.

Caldwell’s primary business includes investment management services, mutual fund sales, and retail and institutional sales. Caldwell is a member of the Canadian Investment Regulatory Organization(“CIRO”) and runs its own self-clearing operations.

We are seeking an experienced Licensed Executive Assistant to support the President & COO of Caldwell Securities Ltd. The job is located at our Head Office in Toronto, Ontario.

What will you do?

• Work closely with the executive and her clients
• Draft and proofread correspondence
• Conduct research, as required
• Work on special sales projects; and interface with clients
• Manage professional and personal calendars and emails
• Provide outstanding wealth management service to clients
• Provide administrative support
• Develop and maintain excel, word and power point documents
• Use technology/systems to support clients
• Maintain knowledge of client accounts by reviewing daily activity online and applicable reports
• Research and resolve inquiries and issues related to accounts
• Assist with personal administrative affairs, as required
• Coordinate and schedule appointments and meetings
• Scan documents, maintain files and records
• File so that information remains updated and easily accessible
• Assist with all office tasks
• Other administrative projects, duties or responsibilities, as directed

What do you need to succeed?

• A post-secondary degree (business related diploma or degree)
• 8-10 years of administrative experience
• Previous financial service / brokerage industry experience
• Required Preferred industry courses: Canadian Investment Regulatory Exam (“CIRE”), Retail Securities Exam (“RSE”)
• Preferred industry Registration Categories designations: Investment Representative / Registered Representative Designation preferred
• Note: Investment Representatives / Registered Representatives prior to December 31, 2025, are exempt from new proficiency requirements, if they are continuing in the same category of registration.They are not required to complete the Canadian Investment Regulatory Exam (“CIRE”) if they have a minimum two years of prior experience in the same registration category within three years prior to the date of application for approval.
• Strong communication skills – verbal and written
• Exceptional client service skills
• Strong attention to detail
• Ability to adhere to the highest level of privacy and confidentiality
• Ability to plan, organize, and prioritize
• Ability to deliver and follow through to the end on projects
• Strong technology acumen: a willingness to learn industry software, WebEx / Zoom and
• Excellent interpersonal skills
• Great attitude and personable
• Reliable member of the team
• A can-do, proactive approach to learn and grow
• Ability to plan, organize, prioritize and multi-task
• Proficiency with PowerPoint, Excel, CRMs, and Outlook

What will we offer?

• Base Salary of $80-115,000, depending on experience
• Discretionary bonuses
• Professional Development through Industry Courses

A progressive, and high performing team

Join Caldwell and be part of a highly engaged and collaborative team, where employees:

(i) can reach their full potential,

(ii) consistently deliver high-quality client experiences; and