Administrative Assistant - Sonora Wealth Group

Harbourfront Wealth Management; Vancouver; On-site; CAD 60,000 - 68,000; Full time

Job summary

Harbourfront Wealth Management in Vancouver, BC is seeking an Administrative Assistant reporting to an Investment Advisor. The role requires professionalism, independence, organization, and strong communication to support fast-paced client service.

The successful candidate will handle onboarding, KYC updates, calendar management, CRM maintenance, document preparation, and general administrative duties while maintaining high attention to detail and a team-oriented approach.

Qualifications

• 2 years of office administration experience in a professional, client facing environment.
• IR licensing is asset; candidates not IR licensed should have experience supporting an Investment Advisor.
• Strong computer skills, highly proficient with Microsoft Office suite of applications and PDF software.
• Ability to learn Salesforce and proprietary client management systems.
• Experience in wealth management industry an asset.
• Experience working with National Bank applications and asset.
• Experience with a Financial Planning software.
• Proven ability to handle a high volume of work in a fast-paced environment is required.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• High attention to detail and accuracy.
• Exceptional interpersonal skills, independent with a strong sense of initiative.
• Strong work ethic with a team-first mindset.
• Demonstrated ability to learn quickly, results driven, thrives within a fast-paced environment.

Responsibilities

• Support client onboarding and ongoing service by completing KYC updates, maintaining client records, and assisting with financial plan preparation using a licensed, planning‑focused skillset.
• Enhance advisor’s effectiveness by providing information management support.
• Manage the Advisors’ calendars: Schedule meetings, allocate sufficient preparation time for meetings, recognize and anticipate changes, resolve schedule conflicts.
• Handle incoming and outgoing phone calls with clients and respond to requests for information.
• Maintain our CRM system with accurate information.
• Coordinate the assembly and mailing of client paperwork.
• General clerical and administrative duties: Data entry, filing, distribution of the mail, and any other assigned administrative duties/projects as assigned.
• Order and handle office supplies, coordinate vendors.
• Coordinate and book travel arrangements.
• Set-up and or coordinate events/meetings when required.
• Prepare monthly/quarterly/annual reports, client correspondence and take ownership of project work.
• Perform administrative duties as required relating to client accounts.

Skills

Office administration

Customer service

MS Office proficiency

CRM systems

Data entry

Communication

Team player

Independent worker

Tools

Salesforce

PDF software

Microsoft Office

Job description

Harbourfront Wealth is a dynamic industry leader specializing in financial services and wealth management. We are a fast-growing wealth management firm with over $22 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:

We currently have a career opportunity for an Administrative Assistant reporting directly to an Investment Advisor in our Vancouver BC office. This role requires an individual who is professional, independent, organized, effective at multi-tasking and detail oriented, 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.

Sonora Wealth Group, a wealth team under the Harbourfront umbrella, specializes in guiding individuals, families, and businesses toward achieving their financial goals. As part of Harbourfront Wealth Management, one of the leading Canadian wealth management firms, we offer personalized solutions designed to build, grow, and protect your wealth and future investments.

You will be responsible for:

• Support client onboarding and ongoing service by completing KYC updates, maintaining client records, and assisting with financial plan preparation using a licensed, planning‑focused skillset;
• Enhance advisor’s effectiveness by providing information management support;
• Manage the Advisors’ calendars: Schedule meetings, allocate sufficient preparation time for meetings, recognize and anticipate changes, resolve schedule conflicts;
• Handle incoming and outgoing phone calls with clients and respond to requests for information;
• Maintain our CRM system with accurate information;
• Coordinate the assembly and mailing of client paperwork;
• General clerical and administrative duties: Data entry, filing, distribution of the mail, and any other assigned administrative duties/projects as assigned;
• Order and handle office supplies, coordinate vendors;
• Coordinate and book travel arrangements;
• Set-up and or coordinate events/meetings when required;
• Prepare monthly/quarterly/annual reports, client correspondence and take ownership of project work;
• Perform administrative duties as required relating to client accounts.

The ideal candidate for this position has:

• 2 years of office administration experience in a professional, client facing environment;
• IR licensing is considered an asset; candidates who are not IR licensed should have experience as an Administrative Assistant supporting an Investment Advisor.
• Strong computer skills, highly proficient with Microsoft Office suite of applications and PDF software;
• Ability to learn new programs i.e., Salesforce, proprietary client management systems;
• Experience in wealth management industry an asset;
• Experience working with National Bank applications and asset;
• Experience with a Financial Planning software;
• Proven ability to handle a high volume of work in a fast-paced environment is required;
• Strong organizational skills and attention to detail;
• Excellent verbal and written communication skills;
• High attention to detail and accuracy;
• Exceptional interpersonal skills, independent with a strong sense of initiative;
• Strong work ethic with a team-first mindset;
• Demonstrated ability to learn quickly, results driven, thrives within a fast-paced environment.

Salary Range: $60,000 - $68,000 per annum (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.