Administrative Associate
Location: This posting is for an existing vacancy in Wellington-Altus’s 201 Portage office.
Our organization:
Founded in 2017, Wellington-Altus Financial Inc. (Wellington-Altus) is one of Canada’s Top Growing Companies* and the parent company to Wellington-Altus Private Counsel Inc., Wellington-Altus USA Inc., Wellington-Altus Insurance Inc., Wellington-Altus Group Solutions Inc., Independent Advisor Solutions Inc., and Wellington-Altus Private Wealth Inc.—the top-rated** investment dealer in Canada. With more than $50 billion in assets under administration and offices across the country, Wellington-Altus identifies with successful, entrepreneurial advisors and portfolio managers, and their high-net-worth clients
- Report on Business 2025 rankings
**Investment Executive 2026 Brokerage Report Card.
The opportunity:
Reporting to the Investment Advisor, the Administrative Associate will participate in a broad range of administrative and operational projects and tasks to support the efficient and successful operations of the team. The role will act as a resource person for Associates and Advisors on the team, and will do so by completing administrative tasks, reporting, and account-related activities for the team.
Key responsibilities include:
Client Service Support
- Assisting licensed professionals in managing client relationships by responding to inquiries, scheduling appointments, and maintaining client records.
- Serving as a point of contact for clients and ensure their needs are addressed promptly and effectively.
- Acting as a liaison between clients and licensed professionals, conveying messages and coordinating follow-up actions.
- Addressing client inquiries, concerns, and service requests in a timely and professional manner.
- Working with advisors to develop and distribute client communication.
Administrative and Operational Support
- Acting as a general administrative and operational resource for Associates and Advisors (ex: printing statements, tax slips).
- Assisting in preparing Advisors and Managers for client meetings, including preparation of account-opening documentation.
- Completing a variety of administrative tasks related to account management such as preparing DocuSign information.
- Preparing daily reports for the Investment Associates and Investment Advisors.
- Providing information, where requested and approved by an Associate or Advisor, on the status of a client’s account and provide account balances, quotes and other marketing information.
- Maintaining client files, ensuring that all documentation and notes are compliant with industry regulations.
- Performing general administrative tasks (ex: prepare letters, client communication pieces, etc.).
- Proactively staying informed and up to date regarding Company policies and procedures and compliance updates.
- Supporting office operations through supply ordering, managing courier service, deposits, etc.
- Performing other duties as assigned.
The ideal candidate will possess:
- A college diploma or bachelor’s degree in business administration, accounting, finance (or related field), or equivalent work experience.
- 1 to 3 years’ experience in a customer/client-service facing role.
- Equivalent combination of education and experience may be considered.
- Experience in the wealth management sector or other regulated industry is an asset.
- Proficiency with the MS Office suite, including Word, Excel, PowerPoint, Teams, and Outlook.
- Proficiency in digital marketing tools and platforms (i.e. social media, social media management tools, email marketing software, analytical tools, etc. is an asset).
- A high level of accountability, reliability, adaptability, and innovation in accomplishing day-to-day work and long-term goals.
- A commitment to ethical conduct and integrity in all client interactions.
- An excellent attitude and commitment to providing extraordinary service.
- Exemplary interpersonal and influencing skills; an ability to communicate effectively and work collaboratively, across multiple mediums (in-person, over the phone, and virtually).
- An ability to take ownership of their work from start to finish.
- An ability to problem solve independently while knowing when to ask questions.
- Excellent problem-solving skills.
- Strong organizational skills and attention to detail.
- A high tolerance for ambiguity; highly adaptive and able to manage a large volume of competing priorities.
- Strong critical thinking and written and verbal communication skills.
- An ability to maintain the highest levels of confidentiality.
Conditions of employment:
- Must be legally eligible to work in Canada.
- A background check, satisfactory to the employer, may be required of the successful applicant prior to commencing employment.
Wellington-Altus Private Wealth is strongly committed to equity and diversity within its community and welcomes applications from women, racialized persons, Indigenous peoples, persons with disabilities, and persons of all sexual orientations and genders. All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply.
If you require accommodation for the recruitment process, please let us know at the point of application.
To apply:
Click the Apply for This Job button to submit your resume, cover letter and salary expectations. You will be contacted if you are selected for an interview. Artificial Intelligence (AI) will be used to screen and assess candidates for this role. More information about working at Wellington-Altus can be found on our website at www.wellington-altus.ca (https://www.wellington-altus.ca).
