Administrative Assistant

Randstad Victoria is now looking for an Executive Assistant and Office Manager. As an Executive Assistant and Office Manager you would be supporting the CEO and maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.AdvantagesRole: Executive Assistant and Office Manager.• Temporary to permanent opportunity • $25-35 per hour depending on experience• Monday to Friday• Hybrid work model• Get paid weeklyResponsibilities• Provide complete administrative support for the Chief Executive Office to include: Calendar management and coordination of multiple schedules, Coordinate travel (air, hotel, transportation), Manage and compose detailed correspondence, Organize meetings and luncheons as needed.• Prepare outlines, charts and other materials for internal and external use (i.e. client meeting materials, and binding the materials).• File correspondence and other documents in internal filing systems.• Provide task-level project support on an as-needed basis (e.g., mass mailings, planning events).• Restock office and breakroom supplies as needed.• Assist with answering calls and routing to the appropriate person.• Greet guests in lobby as they arrive, offer a beverage, and notify employees of their arrival.• Reset conference rooms and lobby area to prepare for incoming guests.• Distribute and collect mail and packages. Prepare UPS labels when needed.• Become cross trained on other administrative support roles and office management.Qualifications• Excellent written and verbal communication skills.• Candidate needs to be detail oriented, a team player and able to keep up in a fast-paced environment.• Strong organizational skills.• Must have a high degree of confidentiality with all client interactions and documents.• Comfortable using technology, such as Slack, Zoom, Gmail.SummaryIf this sounds like you, then we would love to hear from you - please apply here today and one of our Staffing Consultants will be in touch. Alternatively, please email your resume to raj.sra@randstad.ca or misty.therrien@randstad.ca . All applications are welcome, but only those who meet the requirements will be contacted.Randstad oversees various temporary and permanent roles such as: Reception, Administrative Assistants, Executive Assistants, Customer Service/Client Support, Inside Sales, Data Entry, Human Resources, Marketing, Accounting, Warehouse, General Labour, Operations, and Skilled Trade roles. If you happen to have experience in any of these roles please feel free to reach out to us to discuss future possibilities!Any questions? Please feel free to call the Randstad office at 250.383.1389 and one of the team will be happy to help.We look forward to hearing from you!Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.

We are now in search of an Administrative Assistant/ Client Services Coordinator for a small office in the Wealth Management industry. The office is currently located in Langford, but will be moving to downtown Victoria this summer. The company specializes in ethical/responsible investing and values-based financial planning, and is actively involved with like-minded businesses and organizations in the community. The Administrative Assistant/Client Servicing Coordinator is the face of the practice to clients, prospective clients, the media and the community. As such they must understand the values and ethics that underlie the practice, and represent them enthusiastically.This is an unlicensed assistant position, with the expectation that the individual will become Securities licensed within 24 months of hiring.Advantages- Competitive salary: $22 - $24/ hr, based on experience- Potential to earn bonus - Full benefits after 3 months of permanent hire including; *health benefits *pension matching up to $100/ month *3 weeks paid vacation + 1 flex day *fantastic opportunity to grow your skill set in the finance industry *supportive team environment *training provided - Transit accessible ResponsibilitiesThe Administrative Assistant will create and maintain an efficient, organized and welcoming office environment that reflects the values of the practice and exceeds the standards of the industry. This requires multi-tasking and problem solving on a daily basis, proactive work-planning, responding to changing priorities and anticipating tasks and issues before they arise. It also requires excellent interpersonal communication skills, a good understanding of marketing and communication strategies and the ability to carry out established policies and procedures. The key duties and responsibilities are set out below. Because this is a small office operating in a changing environment, additional duties may be assigned as required. - Executive Support - Support of Senior Financial Advisor (15%) - Maintaining and coordinating Senior Advisor’s calendar including making client appointments - Taking, preparing and distributing notes/minutes of meetings - Providing time management support Assisting with managing Senior Advisor ’s e-mail/paperwork - Making travel and accommodation arrangements - Preparation of correspondence and reports - Representing the company, including attending networking events - Organizing specific projects or events as directed Office Administration – Primary Role in Support of Whole Team (5%) - Answering the telephone and e-mail - Managing ingoing and outgoing office mail and couriers - Managing petty cash, invoicing and liaising with bookkeeper - Maintaining paper and electronic files - Liaising with janitorial service, Toshiba and other suppliers - Organizing and ordering office and kitchen supplies Client Service Support - Primary Role in Support of Advisors (70%) - Using client relationship management system (Maximizer) - Proactive client contact and appointment scheduling - Drafting and preparing letters (templates and unique) - Reviewing, analyzing and having client files updated in preparation for client meetings - Completing and checking of forms Follow-up actions and documentation of all client interactions - Receiving client calls and inquiries and determining appropriate actions - Proactive investigation, documentation, resolution and reporting of client issues with the company's head office and other financial institutions or companies - Planning and coordinating client appreciation activities Financial Planning Support - Secondary Role In Support of Senior Financial Advisor (5%) - Assisting with financial plans, proposals and presentations using a variety of software Printing and binding of reports and management of client binders - Review of client files to identify planning issues as directed Communications and Marketing Support - Secondary Role In Support of Marketing Assistant (5%) - Assisting with communications and marketing activities under the direction of or in the absence of the Marketing Assistant, including coordinating of seminars and other events; changes to the website, forms or other materials; development of newsletter; and management of prospect lists. - As needed, liaising with company Compliance ensuring that all materials for public consumption are appropriately approved. QualificationsKNOWLEDGE - Demonstrated knowledge of MS Word, Excel, and Outlook and database management. - Basic awareness/understanding of the wealth management and investment industry - General understanding of client confidentiality requirements - Knowledge of office systems, equipment and organization including phone and filing systems - Basic awareness of environmental and social justice issues - Preferred Two years experience working in the financial industry - Knowledge of industry-specific software for client management and financial planning Knowledge of project management software Training/and or keen interest in further training in the industry (e.g. Canadian Securities Course, business diploma/degree) Preferred:• Two years experience working in the financial industry• Knowledge of industry-specific software for client management and financial planning• Knowledge of project management software• Training/and or keen interest in further training in the industry (e.g. Canadian Securities Course, business diploma/degree)SKILLS AND ABILITIES - Required Strong organizational skills including ability to prioritize, anticipate, multi-task and adapt to change - Good computer skills, including report preparation and mail merging- Ability to pay attention to and take care of the details - Effective oral and written interpersonal communications skills, including excellent telephone manner and ability to listen carefully and speak clearly - Ability to work well with people, including diffusing difficult situations and problem-solving - Ability to work well alone and as a member of a team - Ability to prepare high quality presentation documents including financial plans, reports and proposals - Ability to represent the employer to the public in an appropriate and professional manner- Preferred Comfort level with networking in community and business environments SummaryIf this sounds like you, then we would love to hear from you - please apply here today and one of our Staffing Consultants will be in touch. Alternatively, please email your resume to misty.therrien@randstad.ca or raj.sra@randstad.ca All applications are welcome, but only those who meet the requirements will be contacted.Randstad oversees various temporary and permanent roles such as: Reception, Administrative Assistants, Executive Assistants, Customer Service/Client Support, Inside Sales, Data Entry, Human Resources, Marketing, Accounting, Warehouse, General Labour, Operations, and Skilled Trade roles. If you happen to have experience in any of these roles please feel free to reach out to us to discuss future possibilities!Any questions? Please feel free to call the Randstad Victoria office at 250.383.1389 and one of the team will be happy to help.We look forward to hearing from you!Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.

Randstad is looking for an experienced administrative/receptionist to assist one of our clients during the upcoming busy tax season. Terms of employment: Part-time/Full timeSalary: $20.00 per hourJob Title: Administrative/ReceptionistJob Type: 3 months temporary with the possibility of becoming permanentHours: Monday to Friday , 8.30 am till 5.00 pm.Start Date: ASAPAdvantages•Weekly pay and flexible hours•Positive environment!•Competitive rate of pay•Fast paced and interesting workResponsibilities• Providing general administrative support • Processing payments, greeting and interacting with clients, pulling files, filing, maintaining reception area, etc. • Managing incoming and outgoing communications • Answering the phone, transferring calls, taking messages, preparing & tracking submissions to CRA, couriering, faxing, preparing & distributing mail, emailing, etc. • Tax Season help • Receiving, logging, and delivering incoming client information on a timely basis • Assisting with signing off tax returns, collecting signatures and payments, etc Qualifications•Experience of working with Microsoft Word, Excel & Outlook •Experience in an administrative or receptionist role •Experience in an office environment, preferably accounting •Strong written and verbal communication skills •Ability to work with and treat sensitive information with complete confidentiality•Ability to work under pressure with attention to detail •Ability to multitask and manage time well •Ability to work with little supervision and/or self direct •Physically fit enough to lift & carry heavy files and/or boxes•Experience with accounting/bookkeeping preferred •Dependable, friendly, professional, and well organizedSummaryIf this sounds like you, then we would love to hear from you - please apply here today and one of our Staffing Consultants will be in touch. Alternatively, please email your resume to raj.sra@randstad.ca or misty.therrien@randstad.ca. All applications are welcome, but only those who meet the requirements will be contacted.Randstad oversees various temporary and permanent roles such as: Reception, Administrative Assistants, Executive Assistants, Customer Service/Client Support, Inside Sales, Data Entry, Human Resources, Marketing, Accounting, Warehouse, General Labour, Operations, and Skilled Trade roles. If you happen to have experience in any of these roles please feel free to reach out to us to discuss future possibilities!Any questions? Please feel free to call the Randstad Victoria office at 250.383.1389 and one of the team will be happy to help.We look forward to hearing from you! Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.