Administrative Associate

Administrative Associate

Location:

This posting is for an existing vacancy in Wellington-Altus’s Ottawa 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 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 Docu Sign 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.

• 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…