Advisor Assistant (Bilingual)

Advisor Assistant (Bilingual)

Location: 880 Lady Ellen Place, Ottawa, ON
Salary: $50,000–$60,000 per year
Job Type: Full-Time

Join Retirement by Design

At Retirement by Design, we're passionate about helping Canadians build confidence in their financial future through exceptional planning and outstanding client service. We're looking for a highly organized, bilingual Advisor Assistant to join our collaborative team in Ottawa.

If you enjoy building relationships, thrive in a fast-paced environment, love keeping things organized, and take pride in delivering an exceptional client experience, we'd love to hear from you.

What You'll Do

As an Advisor Assistant, you'll work closely with our Financial Advisors and Operations Team to ensure a seamless client experience from start to finish.

Client Service

• Provide exceptional service to clients by phone, email, and in person in both French and English.
• Schedule client meetings and coordinate appointment logistics.
• Assist in light meeting preparation
• Follow up with clients regarding outstanding documents and service requests.
• Maintain accurate client records and meeting notes within our CRM (Equisoft).
• Coordinate signatures using electronic signature platforms.

Administrative Support

• Prepare investment and insurance paperwork for advisors.
• Assist with account openings, transfers, beneficiary updates, and other client servicing requests.
• Upload, organize, and maintain electronic client files.
• Monitor pending business and follow up with financial institutions as required.
• Assist with in-force business requests
• Coordinate incoming and outgoing mail, courier packages, and office correspondence.
• Assist with office administration, supplies, and reception duties when needed.

Team Collaboration

• Work closely with Advisors, Operations, and Processing teams to ensure timely completion of client requests.
• Participate in team meetings and ongoing training.
• Support continuous improvement initiatives and special projects.
• Provide backup support to other Advisor Assistants when required.

What We're Looking For

Required Qualifications

• Bilingual (French and English) — written and spoken.
• 2+ years of administrative or client service experience.
• Exceptional organizational and time management skills.
• Strong attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Professional, friendly, and client-focused attitude.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams).

Assets

• Experience in the financial services industry.
• Experience using Equisoft, Dataphile, MAKO or similar systems.
• Knowledge of investment or insurance administration.
• LLQP or mutual fund licensing is considered an asset.

Our Core Values

We're looking for someone who naturally demonstrates our core values:

• Relationships Matter – Build trust and create exceptional client experiences.
• Helps First – Support clients and teammates with a positive attitude.
• Solution Focused – Find solutions and continuously improve.
• Own the Growth – Take initiative, learn, and grow professionally.

What We Offer

• Competitive salary of $50,000–$60,000 annually
• Employer-matching Group RRSP
• Competitive health and dental benefits
• Paid vacation
• Ongoing training and professional development
• Supportive, collaborative team environment
• Modern office located at 880 Lady Ellen Place, Ottawa
• Opportunity to grow your career within a well-established financial planning firm

Why Retirement by Design?

We're more than just a financial planning firm—we're a team that genuinely enjoys working together. We support one another, celebrate successes, and believe that exceptional client experiences begin with an exceptional employee experience.

If you're looking for a career where your work makes a meaningful difference and where you'll be part of a collaborative, values-driven team, we'd love to meet you.

Apply today and become part of the Retirement by Design team!