Operations Administrative Assistant

Foster & Associates Financial Services Inc.; Toronto; Hybrid; CAD 60,000 - 70,000; Full time

Benefits offered by this job

Health Spending Account (HSA)

Discretionary performance bonuses

Dog-friendly office

Professional development support

Job summary

A financial services firm in Toronto is seeking an Administrative Assistant, Operations to manage operational and administrative tasks essential for smooth firm operations. Ideal candidates will have at least 2 years of administrative experience, preferably in financial services, and proficiency in Microsoft 365. This role includes acting as a primary contact for advisors, processing important documentation, and enhancing the operational experience for clients. Competitive salary and hybrid work options are available.

Qualifications

• Minimum 2 years' administrative experience; financial services or wealth management experience is ideal.
• Proficient in Microsoft 365 (Excel, Word, PowerPoint, SharePoint, Outlook).
• Experience with financial or operational systems is a plus.
• Keen analytical skills with great attention to detail.
• Proven ability to prioritize competing demands.
• Strong initiative and problem-solving skills.
• Reliable and collaborative team player.
• Professional communication skills with a client-focused, hospitable demeanor.
• Legally eligible to work in Canada without sponsorship.
• Canadian Securities Course (CSC) and/or Conduct and Practices Handbook (CPH) credentials are assets.

Responsibilities

• Act as a primary contact for advisors and support staff with operational queries.
• Monitor, triage, and track key communications and follow-ups.
• Administer fee setups and amendments.
• Process documentation for account openings, updates, estate settlements, and regulatory filings.
• Support process improvements, advisor onboarding and transitions.
• Participate in office organization and help create a welcoming, professional client-facing environment.
• Other assignments and projects aligned with firm needs, your strengths and interests.

Job description

Foster & Associates is an independent, full-service investment dealer and family office based in Toronto. We serve high-net-worth individuals, entrepreneurs, multi-generational families, and professionals across Canada. Our team offers tailored wealth management, discretionary portfolio services, family office, financial planning, and insurance solutions.

\What sets us apart? We’re a small, collaborative team driven by trust, professionalism, and integrity. We hold high standards and foster a warm, adaptable culture focused on long-term success.

Purpose of the Role

The Administrative Assistant, Operations is essential to keeping the firm operations running smoothly and delivering an exceptional client experience. Working closely with leadership and advisors, you’ll manage operational, compliance, and administrative tasks that ensure smooth, efficient processes. If you enjoy problem-solving and thrive on varied, meaningful work, keep reading!

What You’ll Do

• Act as a primary contact for advisors and support staff with operational queries
• Monitor, triage, and track key communications and follow-ups (NBIN, internal teams)
• Administer fee setups and amendments
• Process documentation for account openings, updates estate settlements, and regulatory filings
• Support process improvements, advisor onboarding and transitions
• Participate in office organization and help create a welcoming, professional client-facing environment
• Other assignments and projects aligned with firm needs, your strengths and interests

What We’re Looking For

• Minimum 2 years’ administrative experience; financial services or wealth management experience is ideal
• Proficient in Microsoft 365 (Excel, Word, PowerPoint, SharePoint, Outlook)
• Experience with financial or operational systems is a plus
• Keen analytical skills with great attention to detail
• Proven ability to prioritize competing demands
• Strong initiative and problem-solving skills
• Reliable and collaborative team player
• Professional communication skills with a client-focused, hospitable demeanor
• Legally eligible to work in Canada without sponsorship.
• Canadian Securities Course (CSC) and/or Conduct and Practices Handbook (CPH) credentials are assets

Where You’ll Work

Toronto, ON. We offer hybrid work options, prioritizing early in-person team collaboration to build connections and support

Compensation and Benefits

• Base salary ranges from $60,000 to $70,000, based on experience and qualifications
• We offer a comprehensive benefits package including a Health Spending Account (HSA)
• We support professional development and encourage growth-aligned opportunities
• Discretionary performance bonuses
• A dog-friendly office

What’s Next

We look forward to hearing from you! Please send your cover letter and resume to Candace Brereton at [e-mail].

All applications are confidential. We will contact only selected candidates for interviews. Kindly, no calls or unsolicited resumes from agencies.

Employment is contingent on successful background and reference checks.

Foster & Associates is committed to inclusion and considers all qualified applicants. Please advise us in advance of any accommodations needed during recruitment or interviews—we’re ready to support you.