Business Associate, Office Administrator​/ Coordinator

Location

This posting is for an existing vacancy in Wellington-Altus’ Nanaimo office.

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.

Reporting to the Senior Wealth Advisor, the Associate will participate in a broad range of administrative, operational projects and business development activities to support the efficient and successful operations of the team. The Associate will act as a resource person by completing administrative tasks, reporting, and account-related activities, while also supporting the team’s growth initiatives through client and prospect engagement, pipeline coordination, and preparation of materials for advisor-led business development efforts.

• 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.
  • Support the coordination of client onboarding, documentation, and ongoing account maintenance.
  • Maintain accurate and up-to-date client records in CRM systems.
• Business Development
  • Support advisors in driving asset growth by maintaining regular, proactive outreach to existing clients (non-advisory touchpoints) and prospective clients and referral sources.
  • Assist in building and managing a pipeline of opportunities by tracking prospects, referrals, and key follow-ups in CRM systems.
  • Identify opportunities for advisor engagement and introduction.
  • Maintain ongoing communication with clients and prospects to reinforce relationships and ensure timely follow-ups and touchpoints.
  • Support client retention and engagement initiatives through regular check-ins and coordination of review meetings.
  • Support execution of business development campaigns.
  • Monitor and report on client and prospect activity, pipeline progression and AUA growth support metrics.
• Administrative and Operational Support
  • Act as a general administrative and operational resource for the advisor (e.g., printing statements, tax slips).
  • Complete a variety of administrative tasks related to account management such as preparing Docu Sign information.
  • Prepare daily reports for the advisor.
  • Provide information, where requested and approved by the 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 (e.g., prepare letters, client communication pieces, etc.).
  • Proactively stay informed and up to date regarding Company policies and procedures and compliance updates.

• A bachelor's or master's degree in business administration, accounting, finance or related field, or equivalent work experience.
• 2+ years’ financial services industry experience working in a high growth environment.
• 2+ years’ experience in a customer/client-service facing role.
• Equivalent combination of education and experience may be considered.
• Experience in the wealth management or other regulated industry is a strong asset.
• Completion of, or progress toward, required licensing (e.g., IR registration) is considered an asset and will be supported as part of ongoing development.
• Proficiency with the MSOffice suite, including Word, Excel, PowerPoint, Teams, and Outlook.
• Experience working with Croesus and Salesforce is…