Executive Assistant

About Scaledforce
Scaledforce is a Canadian BPO company that helps growing Canadian businesses scale by hiring top-tier remote professionals. We focus on long-term placements, clear KPIs, and strong support so our team members can build stable and rewarding careers.

About the Client
You will be supporting a third-generation independent financial advisor based in Ontario, Canada. The practice serves a loyal base of a few hundred families across mutual funds, segregated funds, life insurance, and group insurance.

Many clients have been with the family for decades, and many are retirees who prefer a phone call over an email. The advisor is direct, easygoing, and growing quickly — and he needs a dependable right hand to make sure no client is ever left waiting.

Job Overview
We are looking for a full-time, remote Client Service & Executive Assistant who will own the administrative side of the practice so the advisor can spend his time in front of clients.

Your mission is simple: nothing slips through the cracks. Every client meeting is booked, every file is prepped, every form is signed, and every follow-up happens on time. Clients should never have to send a "just checking in" email again.
This role is phone-first and client-facing. You will speak with clients regularly, many of them retirees, so a warm, clear, patient phone presence matters as much as your admin skills.

This is an administrative role, not an advisory one. You will not give financial advice, process trades, or need a financial license. You will make sure the advisor walks into every meeting prepared and walks out with every action item handled.
The role starts with the core admin and follow-up work. Over time, it grows into CRM ownership, process building, AI-powered workflows, and marketing support as the practice expands.

Work Schedule
• Monday to Friday
• 9:00 AM – 5:00 PM EST (Eastern Time)
• Canadian statutory holidays off

Salary & Incentives
Base Salary PHP 50,000 – 55,000 per month
Quarterly Bonuses Performance-based quarterly bonuses

Key Responsibilities
Client Outreach & Scheduling (Core Focus)
• Phone-first client outreach — Call clients to book review meetings, check in, and follow up. Many clients don't read email, so the phone is your main tool
• Calendar management — Book meetings directly into the advisor's calendar so he can see who he's meeting each day at a glance
• Client point of contact — Act as the first point of contact for routine client requests (e.g., a withdrawal request), prepare the paperwork for the advisor's approval, and keep the client updated
Meeting Preparation
• Meeting prep files — Before every client meeting, prepare a file with the client's investment summary, notes from the last meeting, and open items, delivered to the advisor's inbox ahead of time
• Note filing — Upload the advisor's handwritten meeting notes into the right client folder in Dropbox
Client Paperwork & Follow-Up
• Client repapering — After the advisor completes the compliance details, send e-signature packages (DocuSign or similar), follow up until they are signed, and send a clear confirmation email summarizing what was updated
• Action item tracking — Follow up on every action from client meetings until it is done, and follow up on the follow-up when needed
• Proactive check-ins — Track and schedule client check-ins every 3–4 months so no relationship goes quiet
Systems & CRM
• CRM migration — Consolidate client records from three existing databases into a new Microsoft-based CRM, and keep it clean and up to date
• SOP building — Turn the advisor's screen recordings (Loom) and training sessions into written standard operating procedures
• Year-end cleanup — Use quieter periods (mid-December to early January) to organize files, clean data, and catch up on back-office work

Growth Responsibilities (Over Time)
• Recommend and set up AI tools to streamline the inbox and admin workflows
• Draft LinkedIn posts and support a simple marketing presence
• Help refresh the practice's website and online presence
• Support a growing team as the practice takes on more clients and assets

Qualifications
Non-Negotiables:
• Clear, easy-to-understand spoken English — you will speak with clients aged 60–85+, some with hearing aids, who need to understand you on the first try
• Experience making phone calls to North American (US or Canadian) clients in a professional, client-facing setting
• Strong follow-through — you track every open item and close it without being reminded

Required:
• At least 3 years of experience as an Executive Assistant, Administrative Assistant, Client Service Representative, or Virtual Assistant supporting a North American business
• Strong written English — you will draft client emails and confirmations on the advisor's behalf
• Experience managing someone else's calendar and inbox
• Comfortable with Microsoft 365 and cloud tools (Dropbox, e-signature platforms)
• High degree of discretion when handling confidential client and financial information
• Availability to work Eastern Time business hours

Nice to Have:
• Administrative experience in financial services, wealth management, insurance, or banking
• Experience with client onboarding paperwork, KYC updates, or e-signature workflows (DocuSign or similar)
• CRM experience, especially data migration or cleanup across multiple databases
• Experience writing SOPs and documenting processes
• Familiarity with AI tools (ChatGPT, Claude, Copilot) and interest in using them to automate admin work
• Experience drafting LinkedIn content or supporting basic marketing

Who Thrives in This Role:
• You are warm and patient on the phone — you can explain the same thing twice, kindly, to a 79-year-old client
• You get real satisfaction from an organized calendar, a complete file, and a closed loop
• You follow up without being asked, and you follow up on the follow-up
• You are steady and reliable — the advisor can count on you every day
• You take ownership and figure things out, using training materials and SOPs before escalating
• You want a long-term role with a growing practice, not a short stop on the way to something else

Work-From-Home Requirements
• Laptop or PC with Intel i5 or equivalent
• Internet speed of at least 25 Mbps (upload & download) — stable enough for clear VoIP calls
• Noise-cancelling headset
• Power backup (UPS, generator, or nearby co-working space)
• Quiet, dedicated home workspace with no background noise during calls

Why Join Scaledforce
Benefits & Perks:
• 13th Month Pay
• SSS, PhilHealth, Pag-IBIG
• HMO Health Insurance
• Paid Time Off + Sick Leave: 10 PTO days (accrued) + 5 sick days after probation
• Canadian statutory holidays off
• Quarterly performance bonuses
• Annual salary increases based on performance
• Netflix subscription reimbursement
Career Growth:
• Long-term, stable placement with a growing, multi-generation practice
• Regular coaching and performance feedback from Scaledforce
• Supportive Canadian work culture

How to Apply (Important)
Please email the following to ----------
• Updated resume
• Short video (1–2 minutes) introducing yourself and your experience in client service and admin support. Speak naturally, with no script — we want to hear how you would sound on the phone with a client
• Subject line: SF Client Service Executive Assistant – [Your Name]

*Only candidates that followed the instructions above will be considered

Shortlisted candidates will undergo:
• Initial Scaledforce screening (30 min)
• Skills and communication assessment, including a mock client phone call (30 min)
• Final client interview (30 min)