Senior Branch Administrator

Montreal, QC

About the Firm

Our client is a well-established and highly regarded independent investment dealer in Canada, providing a comprehensive suite of investment products and advisory services tailored to individuals seeking personalized wealth management solutions. The organization is built on a culture of collaboration, accountability, and ongoing improvement.

Role Overview

This is a senior-level administrative leadership position within a branch office setting. The Senior Branch Administrator is instrumental in guiding and energizing the team toward delivering an outstanding client experience. Reporting to the Branch Manager, you will oversee day-to-day operational and administrative functions while ensuring consistently high service standards across all areas of the branch.

You are a dependable, self-driven professional with strong organizational capabilities who can manage competing deadlines both independently and collaboratively. A proven track record in time management and a genuine commitment to service excellence are essential.

Through effective service leadership, this role is central to cultivating a culture of excellence—partnering across the organization, mentoring administrative staff, and championing high-quality practices. The position also plays a vital part in advancing strategic priorities such as talent acquisition, staff development, and long-term business growth.

Acting as a representative of the firm in the broader community, you will spearhead efforts to strengthen existing client relationships and attract new ones.

Core Responsibilities

• Serve as the primary point of contact for Financial Advisors, Sales Assistants, and support personnel regarding operational and administrative matters
• Support the Branch Manager in supervising advisory and support staff, addressing workplace concerns, and coordinating with back-office teams to ensure seamless client service
• Stay current on industry developments, AML regulations, and internal policies; act as the branch’s liaison with corporate department heads and subject matter experts
• Deliver continuous training to Sales Assistants and Financial Advisors on evolving regulations affecting retail operations
• Manage account openings, updates, and KYC documentation to ensure full compliance with regulatory standards
• Provide back-up support to Financial Advisors and Assistants with trade entries and other transactional tasks as needed
• Coordinate and process cheques and electronic fund transfers on an as-needed basis
• Plan and execute branch and client-facing events, managing the full lifecycle from approvals through to post-event follow-up
• Contribute to the development and execution of marketing initiatives including email campaigns, seminars, and social media content
• Maintain the Branch Manager’s calendar in Outlook, coordinating and confirming meetings and appointments
• Support the completion of both internal and external compliance and regulatory audits
• Build and maintain operational records and controls that enable the Branch Manager to run the branch efficiently
• Assist in the preparation of branch budgets, analysis of monthly financial statements, and resolution of any variances
• Prepare and format correspondence, reports, presentations, and other materials using Microsoft Office applications
• Handle incoming and outgoing calls on the main office line, fielding general inquiries and client service requests
• Ensure timely completion of required continuing education and professional development courses
• Carry out general office duties and escalate issues to the Branch Manager when appropriate

Keys to Success in This Role

• Embody the firm’s vision and values, fostering a positive and engaged branch culture
• Model exceptional client service and demonstrate how to build deeper, more meaningful client relationships
• Provide hands-on support and training to ensure advisory and CRM tools are used effectively across the team
• Coach and develop employees by understanding their strengths and providing regular, constructive feedback
• Create growth pathways for team members through job shadowing, stretch assignments, and targeted training opportunities
• Build strong peer relationships to facilitate idea-sharing, informal coaching, and mentorship
• Celebrate team wins and individual achievements to reinforce high performance and organizational commitment
• Clearly communicate how individual performance expectations connect to broader business objectives
• Actively recruit talented individuals from the community to strengthen the branch team
• Collaborate closely with Human Resources on all personnel matters and employee relations
• Safeguard the firm, its clients, and its stakeholders by ensuring adherence to all regulatory requirements and internal compliance standards
• Oversee the full scope of branch operations, driving a culture of operational excellence and strong governance outcomes

Ideal Candidate Profile

• An engaging and motivational leader with a track record of coaching diverse teams, navigating change, and contributing to business profitability
• Skilled at cultivating and sustaining strong relationships across all levels—from frontline staff to senior executives and community stakeholders
• A strategic and analytical thinker who can assess complex challenges, craft creative solutions, and deliver well-founded recommendations
• Thrives in fast-moving, high-complexity environments where priorities shift frequently and ambiguity is common
• A genuine team player who actively supports others’ success, encourages open dialogue, and welcomes constructive debate
• Passionate about continuous learning and dedicated to elevating the capabilities of the broader service team through ongoing development
• Solid understanding of core HR practices including talent acquisition, performance management, and employee growth

Required Qualifications

• Minimum 5 years of experience within the investment brokerage or broader financial services sector
• Diploma or degree, or an equivalent combination of experience, education, and/or training
• Completion of Investment Representative or Registered Representative licensing requirements
• Prior experience in a supervisory or people management capacity is essential
• Bilingual proficiency (French and English) with strong written and verbal communication abilities
• Polished interpersonal and relationship management skills across multiple channels—in-person, phone, email, and video
• Demonstrated ability to handle sensitive and confidential information with professionalism and discretion
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); familiarity with CRM platforms is a plus
• Strong organizational skills with the ability to juggle numerous detailed tasks in a dynamic, deadline-driven setting
• Sound judgment, proactive mindset, and strong problem-solving capabilities
• Equally effective working autonomously or as part of a collaborative team
• Meticulous attention to detail paired with a warm, professional demeanor