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About Med-Wealth Financial Services - IPC Securities Corporation

Med-Wealth Financial Services – IPC Securities Corporation caters to premium wealth management solutions specifically designed for physicians, business owners, and various medical professionals. Under the leadership of acclaimed Portfolio Manager John Soutsos, the company applies a unique portfolio strategy aimed at helping clients achieve financial freedom earlier. The firm emphasizes lasting client relationships, personalized service, and educational outreach through seminars and client events. Engaging clients through channels such as the “Prescribing Prosperity” podcast, weekly newsletters, and complimentary financial planning tools, Med-Wealth keeps clients informed and supported in their financial journey.

Role Overview

This full-time, on-site Administrative Assistant/Office Manager role based in Mississauga, Ontario, involves overseeing daily office functions including scheduling meetings, managing files, drafting correspondence, and maintaining office supplies and equipment. The position acts as a primary point of contact by greeting clients, responding promptly to inquiries via phone and email, and ensuring a courteous and professional office atmosphere. It also supports advisors with document preparation, data entry, client appointment coordination, and follow-ups while maintaining internal records and helping with routine reporting. Collaboration with team members to optimize workflow and client service quality is essential.

Key Duties

Initiate calls to clients for scheduling review appointments and reach out to potential clients to invite them to meetings or events
Effectively communicate the company’s identity and value proposition
Assist in boosting attendance at seminars, workshops, and client-focused events
Maintain accurate client outreach and follow-up records in the CRM system
Conduct personal follow-up calls to engage clients and explore opportunities for tailored service
Send monthly birthday greetings to clients
Guide clients in accessing their online accounts
Organize logistics for client and prospective client events including invitations, RSVPs, reminders, and follow-ups
Participate in events to elevate the professional experience for attendees
Take responsibility for appointment and office preparation checklists ensuring consistent client experience
Handle incoming phone calls efficiently, respond to emails and voicemails within the same day
Log detailed notes in CRM regarding all client interactions
Manage calendars and schedule meetings
Oversee office expenses and basic bookkeeping
Prepare meeting spaces and warmly welcome clients
Assist in daily office organization and coordination
Perform periodic banking duties
Occasionally assist with filing, tracking, and coordinating client documents and transactions during busy periods or staff absences

Candidate Profile

Energetic, engaging, and confident in phone communications
Strong interpersonal skills with a passion for building relationships
Highly organized, detail-focused, reliable, and proactive
Professional demeanor with an interest in finance and wealth management
Thrives in a fast-paced setting and embraces constructive feedback
Dedicated to providing outstanding client service

Required Qualifications

Minimum of 3 years experience in client-facing, administrative, or coordination roles
Excellent verbal and written communication skills
Comfortable with consistent outbound calling and follow-up
Familiarity with CRM systems advantageous
Event coordination experience beneficial
Finance background or strong interest is essential
Completion or willingness to complete CSC or IFC certification preferred
Proficiency in Intuit QuickBooks highly desirable
Strong skills with Microsoft Office products

Administrative Assistant Office Manager

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