Administrative Assistant - Professional Services

Job Description

Job Description

Job Description

Salary: $43,000 - $48,000

Role Overview

The Administrative Assistant - Professional Services provides high-level administrative and operational support to professional services teams and leadership. This role is critical to ensuring smooth client engagement delivery through strong organization, reporting, communication, and onboarding coordination. The ideal candidate is detail-oriented, proactive, and comfortable supporting multiple stakeholders in a fast-paced, client-focused environment.

Key Responsibilities

Administrative & Operational Support

• Manage and maintain calendars for professional services leaders and team members, including scheduling client meetings, internal reviews, and resolving conflicts across schedules.
  
  
• Prepare, manage, and distribute reports related to client engagements, project status, resource allocation, and service delivery metrics.
  
  
• Take detailed meeting notes during client and internal meetings, ensuring accuracy, clarity, and timely follow-up on action items.
  
  
• Transcribe data from meetings, client documentation, and internal systems into standardized formats for reporting, tracking, and analysis.
  
  
• Maintain organized records of client information, documentation, and engagement history while ensuring confidentiality and data accuracy.
  
  

Client & Stakeholder Support

• Identify and document key client stakeholders for each engagement, maintaining up-to-date stakeholder lists and communication logs.
  
  
• Learn and develop a strong understanding of client sites, systems, processes, and engagement requirements to effectively support service teams.
  
  
• Act as a liaison between professional services teams, internal departments, and client stakeholders to ensure clear communication and timely task completion.
  
  
• Assist in drafting and reviewing client-facing materials, including presentations, summaries, proposals, and follow-up communications.
  
  

Reporting & Documentation

• Prepare summary reports related to service delivery activities, engagement milestones, and operational performance for managers and executives.
  
  
• Support the creation and maintenance of dashboards and trackers to monitor project progress, service metrics, and client deliverables.
  
  
• Ensure consistency, accuracy, and professionalism across all internal and external documentation.
  
  

Onboarding & Compliance Support

• Coordinate onboarding activities for clients, including financial institutions such as RBC and BMO, ensuring all required documentation, access, and processes are completed accurately and on time.
  
  
• Support onboarding processes by tracking requirements, coordinating with internal teams, and maintaining onboarding checklists.
  
  
• Assist with onboarding new internal team members by providing documentation, process guidance, and administrative support as needed.
  
  

Process Improvement & Coordination

• Coordinate internal communications and follow-ups between professional services, operations, finance, and leadership teams.
  
  
• Identify opportunities to improve administrative workflows, reporting processes, and client support efficiency.
  
  

Professional Standards

• Handle confidential and sensitive client and company information with discretion, integrity, and compliance with company policies.
  
  
• Maintain a high level of professionalism in all client, executive, and internal interactions.
  
  
• Proactively anticipate administrative and operational needs to reduce bottlenecks and improve service delivery.
  
  

Who You Are?

• A proactive, detail-obsessed organizer who thrives in a high-energy environment.
  
  
• A master communicator who can juggle multiple priorities without breaking a sweat.
  
  
• Someone who sees the bigger picture and knows that your support makes the team and client experience shine.
  
  

Our Commitment to You

Botsford Associates is an equal opportunity employer dedicated to building a diverse and inclusive workplace. We believe that unique perspectives fuel innovation. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, disability, or any other protected characteristic under the Ontario Human Rights Code.

Accessibility & Accommodations

In accordance with the AODA, we provide accommodations for applicants with disabilities throughout the recruitment process. If you require support, please contact us and we will work with you to meet your needs.

Transparency in Hiring

• Candidate Selection: While we thank all interested applicants in advance, we will only contact those selected for an interview. All interviewed candidates will be notified of the hiring decision within 45 days of their interview.
  
  
• Compensation: Please refer to the top of this posting for salary/rate details.
  
  
• Modern Tools: Artificial intelligence may be used during the initial resume screening process to identify qualified candidates.
  
  
• Vacancy Status: This posting is for a current, open position within our Professional Services team.
  
  
• Privacy: Your personal data is collected solely for recruitment purposes in compliance with applicable privacy laws.
  
  

Salary range - $43,000 - $48,000 CAD