Portfolio Administrator, Private Clients

Job Description

• Deliver a consistently positive, professional client experience across all interactions
• Lead and execute account onboarding, transfers, and closures in full compliance with regulatory requirements
• Develop a strong understanding of the firm’s investment products and services
• Process transactional requests and coordinate cash settlements as required
• Prepare and tailor presentations for prospective and existing clients
• Proactively investigate and resolve client inquiries in a timely manner
• Produce monthly and quarterly reports, presentations, and year‑end tax reporting packages
• Maintain accurate client records and documentation within the CRM system
• Take full ownership of assigned files, ensuring data integrity, prioritization, and timely progression through workflows
• Coordinate activities with internal teams and external partners; support meeting planning and logistics
• Assist in planning and executing client events
• Manage incoming calls, including answering, screening, and directing as appropriate
• Greet visitors in a professional and welcoming manner
• Maintain office organization and equipment; manage supply inventory and ordering
• Support the team in resolving ad hoc issues and time‑sensitive requests as they arise

• Employee Ownership
  :
  As an employee‑owned firm, we believe in rewarding those who contribute to our collective success. Team members have the opportunity to become future shareholders and grow alongside the firm.
• Open and Transparent Culture
  :
  We value open dialogue, collaboration, and trust. Everyone has a voice, and ideas are encouraged – whether they come from a new hire or a long‑time partner.
• Team‑Oriented and Supportive Environment
  :
  You’ll work closely with experienced professionals who are approachable, respectful, and invested in each other’s success.
• Work‑Life Balance
  :
  We understand that personal well‑being fuels professional excellence. Our flexible, balanced approach enables you to thrive both inside and outside of work.
• Learning and Development
  :
  As part of a boutique firm, you’ll gain exposure to multiple facets of the investment business and have the chance to broaden your skills and impact.
• Shared Purpose
  :
  Join a firm built on independence, integrity, and long‑term relationships where we measure success by the trust we build and the results we deliver for our clients.
• Competitive Compensation Package
  :
  Salary range of $65,000 - $70,000 per annum, with flexibility for exceptional candidates with highly relevant experience. Compensation will be commensurate with education, experience, and internal parity; includes RRSP contribution, extended health benefits from day of joining (no waiting period), and three weeks’ vacation, annually.

• 5-8 years’ experience working in the investment or financial services industry, with working knowledge of investment account types
• Completion (or current enrollment) in the Canadian Securities Course
• Experience with Salesforce CRM is an asset
• Intermediate level of proficiency in:
  Excel Word (version control, document polishing) PowerPoint (creating and editing presentations) Outlook Adobe Acrobat

• Exceptional written and verbal communication skills
• Demonstrated ability to interact with clients
• Exceptional ability to manage multiple tasks and changing priorities
• A dual passion for operational efficiency and client service
• Attention to detail; and an inquisitive mind
• Possess great initiative and problem‑solving skills
• Ability to collaborate and thrive independently and in a team‑based environment