Executive Assistance Inc.: Available Positions...

Executive Assistance Inc. is always searching for top quality people. If you are interested in any of the positions listed below or would like to simply forward your resume to us, please complete our on-line registration form.


	Trading Assistant

	Our client is currently building an impressive team in their institutional sales and trading department. The successful candidate will have a minimum of 5 plus years in the financial services field preferrably in a licensed role. You must have completed your CSC, and CPH and be currently licensed with a minimum status or IR with the IDA. This key person on the team will be responsible for assisting with private placements, structured products, database implementation and maintainence, compliance, contracts, sub agreements, settlements and syndication. You will be involved in all aspects of the smooth and efficient running of the department by utiliizing your excellent organizational and administrative abilities to maintain schedules and book travel arrangements, in addition to a variety of other duties. If you enjoy this kind of fast paced environment please send us your resume ASAP. gaylew@execassistance.com

	55 - 60K		Downtown Toronto


	Sales Assistant

	Our client a prestigious leader in the wealth management sector in Montreal seeks a retail sales assistant to work with top producers. The successful candidate will have a current license with the IDA with a minimum status of IR. You will be responsible for: - Assist investment advisor in investment research, as required - Review transaction daily report - Assist investment advisor in calling clients with recommendations - Enter Orders - Assist Investment Advisor with new issue allocations - Prepare and update Retirement and Full Financial Plans for clients - Prepare portfolio and performance reports for use in all client reviews - Prepare proposals for investment advisor to review with all new prospects - Complete annual portfolio reviews for lower-tier clients, as required - Secondary contact for client service questions - Help administrative assistant with urgent or unusual administrative challenges - Back up the administrative assistant on phone and administrative activities - Coordinate client appreciation events and seminars, as needed - Assist investment advisor in developing marketing materials and client contact strategies - Attend (possibly chair) teams' weekly meetings and participate fully in other team meetings throughout the year Qualifications - Advanced knowledge of investment process and procedures - Proactively and professionally provides assistance to IAs in order to meet client needs, develop and execute business strategy and business planning - Capable of acting independently with defined client segments on behalf of the IA to implement and manage wealth management strategies - 5 years related work experience - Computer literacy - University degree or equivalent industry experience - Registered as Registered Representative (RR) (CSC/CPH) - PFP gaylew@execassistance.com

	Up to 45K		Montreal


	Executive Assistant/Office Manager

	A unique opportunity awaits! We are seeking a high profile professional Executive/Office Manager to support the president and CEO of this truly enterprising company. You must have a minimum of 5 years working at president level. High energy, strong organizational skills and a dedication to your career as this is not a nine to five position . You will primarily be responsible for performing full Executive Support duties including clerical and general office duites shown below: • Organizes and expedites flow of work, initiating follow-up when necessary. • Supporting Company Executive(s)' with their personal requirements, so they can focus on the business • Prioritizes flow of work to be responsive to Company Executive(s)' and Company needs • Handles administrative detail with respect to accounting, record keeping and filing, accounts receivables and payables, etc, with the goal of staying within budget, and providing timely responses • Exercises initiative and judgment to relieve Company Executive(s) of administrative detail • Communicates with Company Executive(s)' peers, subordinates, vendors, lease holders, and service providers to manage work, obligations and relationships • Prepares Company documents according to general instructions and/or precedents. • Coordinates arrangements for meetings/conferences/travel/restaurant bookings • Maintains appointment calendars - pending Company Executive(s)' preference. • Maintains files/records/expenses. • Maintains financial and banking obligations and record keeping • Screens incoming calls/visitors - pending Company Executive(s)' preference. • Responsible for Human Resources Administration, including maintaining payroll and benefits obligations, on boarding and termination requirements, vacation tracking, expense reporting, corporate events, etc. • Handles faxes, e-mail, mail and other correspondence, as required • Office Administration, including office supplies and equipment procurement, equipment, IT and communications infrastructure, maintenance, facilities, maintaining a clean, comfortable and professional work environment, etc., with the goal of keeping costs in line and maintaining 100% up-time service • May be required to conduct background research, prepare reports and presentations, for Company business purposes • Devising and maintaining office systems to deal efficiently with paper flow; and the organization, storage, and back-up of documents and computer based information • Professional representation of the Company and Company Executive(s) at all times • Creating, supporting and maintaining a knowledge management system. A position for a true professional that can demonstrate advanced computer skills and the ability to multi-task in a small office environment. Our client is prepared to pay top dollar for the right person. Please forward your resume for review. gaylew@execassistance.com

	$$$		Downtown Toronto


	Relationship Manager

	Our client is a leader in the Discount Brokerage arena, located downtown in Toronto's financial district. Currently they are seeking Relationship Managers to educate clients on a wide range of financial products, services and technology offerings. In this role you would be responsible for following Retain assets of assigned affluent / wealthy households with significant holdings within this organization. Delivering superior service. Achieve retention and asset gathering goals by engaging clients in a wide-ranging exploration of client's level of knowledge, family financial objectives, and current planning practices and confidence level with current outside advisors. Respond to sales opportunities with creative and original approaches, overcoming the limitations of competing exclusively by phone with competitor field sales forces. Deliver superb service focused to the specific requirements as defined by each assigned household. Regularly exercise discretion and business judgment; research and resolve customer problems relating to accounts immediately or lose current opportunity to acquire assets. Expected to manage client contact schedule as required, making outbound calls in the absence of inbound calls. Update the financial diagnostic questionnaire frequently. Maintain and update prospect and sales reports. May perform additional duties as directed by management. Requirements: IDA License as an Investment Representative 1-2 years experience in a financial sales environment Comprehensive understanding of the operation of securities industry If you have the ability to be a solution supplier to your financial clients, and exceptional customer service skills this could be just the challenge you are seeking Send your resume now to gaylew@execassistance.com

	50K +		Downtown Toronto


	Branch Administrator

	Our client located at North York City Centre is currently seeking a licensed Senior Sales Assistant/ Branch Administrator to support this growing branch, with a total of eight investment advisors. You will be responsible for the day-to-day branch duties as well as supporting two of the senior I.A's. The ideal candidate will be able to demonstrate strong organizational skills and have the ability to deal with high net worth clients. You will be fully licensed with the IDA, ideally as a Registered Representative. This is a great next step for a licensed Sales Assistant to progress their career. Send your resume to: gaylew@execassistance.com

	45K + Bonus		North York


	Senior Investment Representative

	Our client is a leader in the field of Discount Brokerage. As they grow and expand their team they are seeking Investment Representatives to work on their "POWER TEAM", dealing with high net worth clients. If you have a minimum of two years experience working within a discount brokerage and are looking for a move up the career ladder, this is a great opportunity. You will be licensed with the IDA as an Investment representative and have both the options and derivatives. You will be able to demonstrate exceptional customer service skills and show you are motivated and hungry to make the move. Forward your resume today to gaylew@execassistance.com for immediate hire.

	45-50K + Bonus		Downtown Toronto


	Bilingual Administrative Assistant

	Our client is an asset manager. Focused on property, power and infrastructure assets, the company has approximately US$50 billion of assets under management and is co-listed on the New York and Toronto Stock Exchanges. They currently seek a bilingual English/French administrative assistant in their Gatineau, Quebec location to support their CFO and 2 VP's. In addition to the usual administrative tasks to be performed as per established priorities and deadlines, the incumbent will participate in a broad range of activities in the course of their duties, including: Prepare layouts for PowerPoint presentations and conduct final review; Prepare, review and assemble reports; Follow-up on several files simultaneously; Organize meetings, conference calls and business trips; Prepare meeting agendas, attend meetings, take meeting minutes, and ensure follow-up; Prepare expense reports and participate in the budget process; Screen and follow-up on messages/e-mails, manage calendars, review correspondence and make appropriate follow-ups; Maintain document management system; Propose procedure and administrative system improvements; Provide assistance to the Administrative Support team and reception. Candidate profile Ø Minimum 5 years of experience providing administrative support to a multidisciplinary team in a demanding environment; Ø Experience in creating complex PowerPoint presentations and layouts; Ø Great ease in working with Microsoft tools with advanced knowledge of Excel and PowerPoint ; Ø Excellent oral and verbal communication skills in both English and French; Ø Organizational ability, professionalism, resourcefulness and initiative; Ø Ability to manage several priorities and to work with tight deadlines; Ø Ability to deal comfortably with a fast-moving environment and flexibility in adapting to change; Ø Diploma in office administration or business administration would be an asset. Our client would be interested in hearing from any candidate that wishes to relocate to the area and will be pleased to contribute to relocation. annb@execassistance.com

	Negotiable		Gatineau, Quebec


	Executive Administrative Assistant

	Our client is seeking an Executive Administrative Assistant to work in their Regional Head Office located in the West End, supporting the president. They are seeking someone with a minimum of 5 years experience, who is used to working at a senior level. JOB DUTIES AND RESPONSIBILITIES Performs general administrative duties with little to minimal supervision including: Coordinates travel plans and itineraries, details of meetings/conferences and maintains calendar for the president Handles related correspondence, telephone calls and other functions as necessary. Manages and organizes appointment calendar and schedule meetings. Maintains private and confidential departmental files, records and issues. Creates proofs, revises and edits written material as needed. Handles internal and external correspondence. Investigates and follows through on areas of concern and is responsible for problem resolution. Makes travel arrangements. Creates and maintains departmental filing systems. Uses and coordinates maintenance for local office equipment. Coordinates logistics for meetings, net meetings and conference calls: location, communication, resources, etc. Maintains department logs, reports, and/or data entry for functional databases. Builds professional relationships with customers and other teams. Seeks out opportunities to provide additional assistance and assumes cross-functional duties as necessary. May have Responsibility for directing the work of other Administrative positions Performs other duties as assigned. If you are looking for a challenge and can demonstrate good time management/organizational skills send your resume today gaylew@execassistance.com

	50 - 60K +		Mississauga


	Executive Assistant

	Our client is an industry leader in heavy-duty equipment and power systems in the provinces of Ontario, Newfoundland, Labrador, Manitoba, and Nunavut, and in the refrigeration and process systems throughout North America. Each of its business units has its own identity, its own broad and diverse customer base and its own proven way of doing business. Currently our client is looking for a seasoned Executive Assistant to support two senior Executives within their corporate Concord location. The following skills are required to full fill this challenging role § Excellent communication, interpersonal, and customer service skills § Excellent telephone manners; personable, polished and articulate § Self motivated and able to adapt to changing priorities and schedules § Team player with flexibility and the ability to handle multiple tasks § Strong organizational skills and attention to detail § Excellent computer skills; Microsoft Word, Excel and PowerPoint § Ability to multi-task and work with a sense of urgency § Must be able to work flexible hours You must be able to demonstrate a minimum of 5 years working at a senior level in a similar role. If you have what it takes to join this leading company, send your resume now as our client is looking to hire immediately. gaylew@execassistance.com

	Up to 59K		Concord


	Desktop Publisher

	Our prestigious client located in the financial district of Downtown Toronto is seeking a Desktop Publisher to work with their Research department for their 4 pm - 10 pm shift. You will work closely with the Editor, Analysts, Associates and Department Head within Research to ensure published research is effective and of high quality. You must posses the following skills MS Office. Pagemaker, InDesign, Photoshop, Corel Draw, and ideally Adobe Acrobat. Experience is the financial industry in a similar role would be a huge asset. This is a great opportunity to join a top team, send your resume now for an immediate hire. gaylew@execassistance.com

	To Be Discussed		Downtown Toronto


	Investment Fund Assistant

	Our Client a leader in the cutting edge world of alternative energy seeks an Investment Fund Administrator. this individual will report to the Manager, Investment Services and is responsible for day-to-day administrative duties relating to investment fund administration and compliance and the related Dealer support of their investment products. They are searching for a skilled administrative individual with a positive and dynamic attitude. The chosen candidate will have good working knowledge of the financial services industry and a knowledge of compliance would be a definite asset. Responsibilities : Liaise with and provide support relating to investment funds to the back office departments of various securities dealers, (such as transfers, trade executions, settlements, updating investor information) Assist with new investment fund set-up and administration Assist in the administration of private placement offerings, annual investment fund rollovers and other fund initiatives as they arise Manage and maintain accurate and up-to-date investment fund unitholder records Prepare compliance and other internal reports for various investment funds Coordinate and execute the distribution of all regulatory reporting materials prepared by fund management Coordinate and execute the periodic distribution of any additional investment fund materials as needed Provide a back-up role to the Client Services and Receptionist roles as required Provide a back-up role to the Manager, Investment Services as required (holidays, etc) Education and Employment requirements: Bachelors degree or college diploma required, preferably in a related business or administrative field Canadian Securities Course and/or IFIC Canadian Investment Funds Course a definite asset Extremely proficient in Microsoft Office: Word, Excel, Outlook Asset: Experience in Financial Services industry Asset: Completed the CPH Course or other securities courses Skills: Excellent oral and written communication skills, demonstrating a high degree of professionalism Exceptional systematic organizational and administrative skills with attention to detail, accuracy and follow-through Strong problem solving skills and ability to work independently when required Superior ability to prioritize and meet tight deadlines A high degree of initiative, insight and the ability to multi-task Ability to adapt to change and work well in a dynamic, fast paced, growing environment Excellent team player Advanced knowledge of computer applications, including MS Word, Excel and Outlook programs annb@execassistance.com

	To be discussed		Toronto, ON

To find out more about what Executive Assistance Inc. can do for you, please email your resume.

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