Administrative Assistant - Family Planning Office

Harbourfront Wealth Group; Canada; On-site; CAD 58,000 - 68,000; Full time

Benefits offered by this job

Hybrid work after probation

Job summary

Harbourfront Wealth Group is seeking an Administrative Assistant for a hybrid role in Canada. You will greet clients, handle calls and emails, manage calendars, and prepare documentation for a busy wealth-management office.

Strong organization, communication, and discretion are essential as you support advisors and maintain client records. Hybrid work after probation period offers balance and growth opportunities.

Qualifications

• Previous administrative experience, preferably in financial services or wealth management.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Excellent communication and interpersonal skills.
• Strong organizational skills with attention to detail.
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Professional, dependable and client-service oriented.
• Experience with CRM software and financial planning platforms is an asset.

Responsibilities

• Greet clients with a warm, professional first impression.
• Answer/direct phone calls, respond to emails, and manage correspondence.
• Schedule client meetings and maintain advisor calendars.
• Prepare meeting packages and client documentation.
• Assist with account opening and transfer paperwork.
• Maintain accurate client records and electronic filing systems.
• Coordinate follow-up with clients and financial institutions.
• Prepare reports, presentations, and other administrative documents.
• Order office supplies and assist with general office administration.
• Maintain confidentiality and handle sensitive financial information with discretion.

Skills

MS Office proficiency

Excellent communication

Strong organizational skills

Multitasking / independence

Client-service oriented

Tools

CRM software

Financial planning platforms

Job description

Administrative Assistant - Family Planning Office

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 $16 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.

Built on a foundation of personalized advice, transparency, and long-term relationships, Envision Private Wealth is an advisory practice within Harbourfront Wealth Management, providing comprehensive wealth management and financial planning services to individuals, families, and business owners. Envision takes a holistic approach to wealth management, helping clients navigate investment planning, retirement planning, estate planning, tax strategies, risk management, and cash flow planning.

Career opportunity:

Our growing financial planning practice is looking for a professional, organized, and client focused Administrative Assistant to join our team. This role is ideal for someone who enjoys providing exceptional client service, managing multiple priorities, and supporting a busy financial planning office.

You will be responsible for:

• Greet clients and provide a warm, professional first impression.
• Answer and direct phone calls, respond to emails, and manage correspondence.
• Schedule client meetings and maintain advisor calendars.
• Prepare meeting packages and client documentation.
• Assist with account opening and transfer paperwork.
• Maintain accurate client records and electronic filing systems.
• Coordinate follow-up with clients and financial institutions.
• Prepare reports, presentations, and other administrative documents.
• Order office supplies and assist with general office administration.
• Maintain confidentiality and handle sensitive financial information with discretion.

The ideal candidate for this position has:

• Previous administrative experience, preferably in financial services, banking, wealth management, or a professional office.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Excellent communication and interpersonal skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize tasks and work independently in a fast-paced environment.
• professional, dependable, and client-service oriented.
• Experience with CRM-software & financial planning platforms is considered an asset.

What do we offer:

• Competitive salary based on experience.
• A supportive and collaborative team environment.
• Opportunities for professional development and career growth.
• Comprehensive training and ongoing earning opportunities.
• Paid vacation & personal days
• Employee benefits after 3 months
• Hybrid (1 day from home after probation)

Salary Range:

$58,000 - $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.