Beacon Financial Solutions Inc. is a Canadian financial planning and immigration consulting practice based in Oakville, Ontario, seeking a detail-oriented Administrative Assistant to support our advisory and client services team remotely.
Responsibilities:
Manage calendars, schedule client meetings, and coordinate across time zones
Handle inbound/outbound correspondence (email, calls) with clients and partners
Prepare, format, and proofread client documents, letters, and reports
Maintain and update client files and CRM records with accuracy and confidentiality
Process and track document submissions (forms, applications, statements)
Support onboarding of new clients - intake forms, document collection, follow-ups
Coordinate with external parties (banks, government offices, service providers) on client matters
Organize digital filing systems and ensure compliance with data retention practices
Assist with meeting preparation, minutes, and task follow-through
Handle general ad-hoc administrative requests from the advisory team
Requirements:
Excellent written and spoken English
Strong organizational skills and attention to detail
Comfortable working Canadian business hours (or overlapping hours)
Proficiency with Microsoft Office/Google Workspace; CRM experience a plus
Prior experience supporting a financial services, legal, or immigration firm preferred
High degree of discretion handling sensitive personal and financial information