Administrative Associate
Location: This posting is for an existing vacancy in Wellington-Altus’s Ottawa office.
Our organization:
Founded in 2017, Wellington-Altus Financial Inc. (Wellington-Altus) is the parent company to Wellington-Altus Private Counsel Inc., Wellington-Altus USA Inc., Wellington-Altus Insurance Inc., Wellington-Altus Group Solutions Inc., and Wellington-Altus Private Wealth Inc.-the top-rated* investment dealer in Canada and one of Canada’s Best Managed Companies. With over $45 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.
- Investment Executive 2025 Brokerage Report Card.
The opportunity:
Reporting to the Lead Advisors, the Administrative Associate provides essential administrative and operational support to the team, including scheduling, documentation, meeting coordination, and general administration. The role is client facing, serving as a key point of contact for clients, and supports Advisors and Associates with account related activities.
- Client Service Support
- Assist licensed professionals in managing client relationships by responding to inquiries, scheduling appointments, and maintaining client records.
- Serve as a point of contact for clients and ensure their needs are addressed promptly and effectively.
- Act as a liaison between clients and licensed professionals, conveying messages and coordinating follow-up actions.
- Address client inquiries, concerns, and service requests in a timely and professional manner.
- Work with advisors to develop and distribute client communication.
- Administrative and Operational Support
- Act as a general administrative and operational resource for Associates and Advisors.
- Assist in preparing Advisors and Managers for client meetings, including preparation of account-opening documentation.
- Complete a variety of administrative tasks related to account management such as preparing DocuSign information.
- Prepare daily reports for the Investment Associates and Investment Advisors.
- Provide 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.
- Maintain client files, ensuring that all documentation and notes are compliant with industry regulations.
- Perform general administrative tasks (ex: prepare letters, client communication pieces, etc.)
- Proactively stay informed and up to date regarding Company policies and procedures and compliance updates.
- Support office operations through supply ordering, managing courier service, deposits, etc.
- Perform other duties as assigned.
- Track team expenses and run a client service model.
The ideal candidate will possess:
- A college diploma or bachelor’s degree in business administration, accounting, finance (or related field), or equivalent work experience.
- CIRO Investment Representative registration would be an asset, or a willingness to pursue this registration.
- 3-5 years’ experience in administrative and/or client-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.
- Experience with Client Relationship Management (CRM) systems a benefit.
- Demonstrate a high level of accountability, reliability, adaptability, and innovation in accomplishing day-to-day work and long-term goals.
- Commitment to ethical conduct and integrity in all client interactions.
- 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).
- 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.
Compensation & Benefits:
Range $50,000 - $60,000 annually.
This range represents Wellington-Altus's expected range of compensation for this position. Actual compensation will vary and will be based on various factors, such as location, skills, experience, and qualification for the role. Compensation for part-time roles will be pro-rated based on number of hours regularly worked.
Wellington-Altus's total compensation package for employees may also include discretionary bonuses as well as other perks and rewards. Wellington-Altus also offers health insurance, accident and life insurance, and other unique benefits per location
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. More information about working at Wellington-Altus can be found on our website at www.wellington-altus.com (http://www.wellington-altus.com/).
