Administrative Assistant

Harbourfront Wealth Group; British Columbia; Remote; CAD 30,000 - 33,000; Part time

Benefits offered by this job

Fully remote

Flexible schedule

Job summary

Harbourfront Wealth Group seeks an experienced Administrative Assistant to support an Investment Advisor in a fast-paced wealth management environment. This part-time, fully remote position requires professionalism, strong attention to detail, independence and excellent communication and multi-tasking skills.

You will handle day-to-day administrative duties, maintain client records, assist with onboarding, manage calendars and correspondence, organize meetings, and prepare periodic reports.

Qualifications

• Minimum 2 years’ experience in a similar administrative role.

Responsibilities

• Overseeing day-to-day administrative duties including paperwork, scheduling, correspondence, and general coordination;
• Maintaining accurate client records and ensuring documentation is complete, current, and filed appropriately;
• Assisting with client onboarding, account administration, and follow-up on outstanding requests;
• Handling incoming and outgoing phone calls with clients and responding to email requests for information;
• Organizing and coordinating meetings and conference calls;
• Preparing monthly/quarterly/annual reports and client correspondence.

Skills

Communication skills

Multitasking

Organizational skills

Independent working

Tools

Salesforce

NBIN Back-office

Microsoft Office

Microsoft Copilot

ChatGPT

Job description

Who we are:

Harbourfront Wealth is a dynamic industry leader specializing in financial services and wealth management. We are a fast-growing wealth management firm with over $23 billion in assets under administration, comprised of five integrated entities: CIRO dealer, investment counsel, asset manager, U.S. Registered Investment Advisor (RIA) and insurance company. At Harbourfront Wealth, our core values start with the belief that great people make great companies.

Career opportunity:

The Administrative Assistantplays a crucial role in supporting all activities required by the Investment Advisor. This is a part-time position based on afully remote schedule. This role requires an individual who is professional, detail-oriented, independent, organized, and effective at multi-tasking, with strong communication and people skills. Candidates must be versatile and capable of performing a variety of tasks to get the job done in a fast-paced environment where attention to detail is of the upmost importance.

You will be responsible for:

• Overseeing day-to-day administrative duties including paperwork, scheduling, correspondence, and general coordination;

• Maintaining accurate client records and ensuring documentation is complete, current, and filed appropriately;
• Assisting with client onboarding, account administration, and follow-up on outstanding requests.
• Working independently with minimal direction, managing multiple priorities effectively;
• Handling incoming and outgoing phone calls with clients and respond to email requests for information ;
• Organizing and coordinating meetings and conference calls;
• Preparing monthly/quarterly/annual reports, client correspondence and taking ownership of project work.

The ideal candidate for this position has:

• Minimum 2 year’s experience in a similar role;
• Experience in investment or banking environments is an asset but not required;
• Familiarity with Salesforce or similar CRM systems is an advantage;
• Knowledge of the National Bank Independent Network (NBIN) Back-office system also an asset;
• Demonstrated ability to work independently and efficiently;
• Experience in an investment firm an asset;
• Proficient with Microsoft Office particularly Word, Excel, PowerPoint & Outlook;
• Has knowledge of how to use various AI tools such as Zocks, Microsoft Copilot and Chat GPT.
• Proven verbal and written communication skills;
• Ability to learn quickly and identify opportunities to add value;
• Strong organizational skills;
• Meticulous attention to detail;
• Superior customer service skills.

Salary Range:

$22 - $24 (actual salary offered will be commensurate with education, experience, and internal parity).

Diversity and Inclusion

Diversity is an important value to us. We are committed to providing equal opportunities in employment and to providing a workplace which is free from discrimination and harassment. This means that all job applicants and employees will receive equal treatment regardless of race, colour, ethnic or national origins, sex, marital status, disability, age, sexual orientation, religion, or belief.