Financial Services Administrative Assistant

Build a Career Where Exceptional Client Service Matters

Are you someone who genuinely enjoys helping people, thrives in a fast-paced environment and takes pride in keeping everything organized?

Reynolds Financial Solutions (RFS) is looking for a professional, outgoing and highly organized Financial Services Administrative Assistant to become the welcoming face and voice of our growing financial planning practice.

Every phone call, every appointment and every Client interaction begins with you, making this one of the most important roles in our office.

As the first point of contact for our Clients, you'll help create an exceptional experience while supporting a busy team of financial advisors who are dedicated to helping Individuals, Families and Business Owners achieve their financial goals.

If you're looking for more than just an administrative position—and want to build a rewarding career with a growing financial planning practice—we would love to hear from you.

About Reynolds Financial Solutions

Reynolds Financial Solutions is a growing financial planning and wealth management practice with Sun Life, serving Clients throughout Alberta and across Canada. Our team provides personalized financial planning, investment strategies, insurance solutions and retirement planning designed to help Clients build confidence in their financial future.

As our practice continues to grow, we're investing in our people, our technology and the Client experience. We believe great businesses are built by great teams, and every member of our office contributes to delivering exceptional service.

This is more than a reception position. It is an opportunity to become an integral part of a collaborative team where your work directly contributes to the success of the business and the experience of every Client who walks through our doors.

About the Role

Reporting directly to Mitch Reynolds, Business Owner and Senior Advisor, you'll provide reception and administrative support for our team of three financial advisors.

Your primary responsibility will be helping keep our advisors organized, productive and fully engaged with Clients by managing calendars, scheduling appointments and maintaining consistent communication.

This position combines professional reception, client communication, office administration and CRM management into a rewarding role where no two days are exactly alike.

Communication is the Key to Success

Success in this position depends on outstanding communication skills.

A significant portion of your day will involve speaking with Clients by telephone, scheduling appointments, coordinating advisor calendars and ensuring every Client interaction is warm, professional and welcoming.

If you enjoy talking with people, building relationships and creating positive first impressions, you'll thrive in this role.

Key Responsibilities

Reception & Client Experience

• Welcome Clients and visitors with professionalism and enthusiasm.
• Answer incoming telephone calls and direct inquiries appropriately.
• Make outbound calls to existing Clients, referrals and prospective Clients to schedule appointments and annual review meetings.
• Send appointment confirmations, reminders and follow-up emails.
• Communicate with Clients using our phone, email and client texting platforms.
• Deliver an exceptional first impression of Reynolds Financial Solutions.

Advisor Support

• Coordinate and manage the calendars of three financial advisors.
• Schedule Client review meetings, referrals and marketing campaigns.
• Help ensure advisors remain fully booked and productive.
• Coordinate internal scheduling and office activities.

CRM & Administration

• Maintain accurate Client information within Salesforce CRM.
• Assist with CRM reporting and campaign management.
• Scan and electronically organize Client documentation.
• Download and save completed electronic documents from our secure e-signature platform.
• Manage electronic filing systems.
• Assist with client onboarding by ensuring required administrative steps are completed.

Office Administration

• Order office supplies and maintain inventory.
• Process incoming and outgoing mail and courier packages.
• Complete occasional banking deposits.
• Help coordinate Client appreciation events as required.
• Maintain a clean, organized and welcoming reception area, boardroom and office kitchen.

Qualifications

We're looking for someone who brings:

• Previous administrative or office experience.
• Experience within the financial services industry is considered a strong asset.
• Experience using Salesforce CRM is highly desirable, especially Financial Services Cloud.
• Strong working knowledge of Microsoft Outlook, Word, Excel, Teams and PowerPoint.
• Excellent telephone etiquette and communication skills.
• Strong organizational and time-management abilities.
• Exceptional attention to detail.
• The ability to prioritize multiple responsibilities in a fast-paced environment.
• A positive, professional attitude and genuine enthusiasm for helping people.
• The ability to work independently while contributing to a collaborative team.

The Ideal Candidate

You are someone who:

• Enjoys working with people.
• Naturally makes others feel welcome.
• Is outgoing, friendly and confident on the telephone.
• Takes initiative and enjoys staying busy.
• Is organized without becoming overwhelmed.
• Learns new technology quickly.
• Takes pride in providing exceptional Client service.
• Wants to contribute to the success of a growing business.

This position is best suited for someone who enjoys interacting with people throughout the day and finds satisfaction in keeping a busy office organized and running smoothly.

Career Growth

We're committed to developing our team.

As Reynolds Financial Solutions continues to grow, there will be opportunities for additional training, professional development and career advancement.

Team members interested in expanding their careers may have opportunities to pursue industry licensing and move into more senior Client service, advisor support or licensed financial services roles.

Compensation & Benefits

We believe in rewarding people who contribute to the success of the business.

We offer:

• Starting wage of $19.00–$22.00 per hour, based on experience and qualifications.
• Quarterly performance incentive program.
• Profit-sharing opportunities tied to company performance.
• Employer-supported group benefits.
• RRSP matching program after one year of employment.
• Three weeks of paid vacation.
• Paid sick days.
• Paid training and ongoing professional development.
• Monday to Friday schedule (37.5 hours per week).
• Occasional paid overtime when required.
• Free on-site parking.
• Company social events.
• A supportive, professional and collaborative work environment.

Why Join Reynolds Financial Solutions?

We're building something special.

Our vision is to continue growing one of Calgary's leading financial planning practices while maintaining the personal service and relationships that have helped build our reputation.

Every member of our team plays an important role in that journey.

If you're looking for a place where your work is appreciated, your ideas are valued and your career can grow alongside a successful business, we'd be excited to meet you.

How to Apply

Please submit:

• Your résumé.
• A brief cover letter (one or two paragraphs) explaining why you believe you'd be an excellent fit for this position and what interests you about working with Reynolds Financial Solutions.

We appreciate the interest of all applicants; however, only those selected for an interview will be contacted.