Administrative Assistant - Sonora Wealth Management

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

Job summary

Harbourfront Wealth Group in Vancouver, BC is seeking an Administrative Assistant to support an Investment Advisor. This role demands professionalism, independence, and multitasking in a fast-paced wealth management environment with strong attention to detail.

The successful candidate will perform a range of tasks from client onboarding and KYC updates to CRM maintenance and calendar management. Proficiency with Microsoft Office, Salesforce, and PDF workflows is required, with experience in

Qualifications

• Minimum 2 years of office administration experience in a professional, client-facing environment.
• Experience supporting an Investment Advisor is preferred; IR licensing is an asset.
• Proficient in Microsoft Office and PDF workflows.
• Able to learn Salesforce and other proprietary client management systems.
• Wealth management industry experience is an asset.
• Strong organizational skills with high attention to detail.
• Excellent verbal and written communication skills.
• Independent with initiative and a team-first mindset.
• Proven ability to manage high workloads in a fast-paced environment.

Responsibilities

• Provide administrative support including documentation and day-to-day operational tasks.
• Onboard clients and support ongoing service with KYC updates and record-keeping.
• Assist with financial plan preparation using planning-focused skills.
• Manage the Advisors' calendars and coordinate meetings.
• Handle calls and respond to information requests from clients.
• Maintain the CRM system with accurate data.
• Coordinate document assembly and mailing.
• Perform general clerical duties and data entry.
• Order office supplies and coordinate vendors.
• Arrange travel and coordinate events or meetings as needed.
• Prepare regular client correspondence and reports.
• Support administrative tasks related to client accounts.

Skills

Microsoft Office

PDF software

Verbal communication

Written communication

Organizational skills

Detail oriented

Team player

Tools

Salesforce

CRM systems

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 $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:

• Provide administrative support including preparing documentation and managing day-to-day operational tasks;
• 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.