Administrative Associate (Part - Time)

Wellington-Altus; Parksville; On-site; CAD 32,000 - 34,000; Part time

Benefits offered by this job

Health insurance

Accident and life insurance

Additional location perks

Job summary

Wellington-Altus Parksville office is seeking an Administrative Associate to support the team with a broad range of administrative tasks and client-facing activities. You will handle client inquiries, help with onboarding, and prepare materials to assist advisor-led business development efforts.

The role requires 3+ years in customer service, strong MS Office skills, and a professional, detail-oriented approach.

Qualifications

• 3+ years of experience in customer/service facing roles.
• Financial services experience is an asset.
• Strong written and spoken communication.
• Proactive and detail-oriented with integrity.

Responsibilities

• Serve as the first point of contact for clients in person, by phone, and by email.
• Support advisors by managing inquiries, scheduling, and follow-ups.
• Maintain client records and notes in CRM systems.
• Assist with onboarding, documentation, and account maintenance.
• Coordinate communications between clients and advisors and ensure timely updates.
• Provide general administrative support and prepare documents and statements.

Skills

Customer service

Communication

Organization

Independent work

Tools

MS Office

Job description

Location

This posting is for an existing vacancy in Wellington-Altus’s Parksville office.

Our organization

Founded in 2017, Wellington-Altus Financial Inc. (Wellington-Altus) is one of Canada’s Top Growing Companies* and the parent company to Wellington-Altus Private Counsel Inc., Wellington-Altus USA Inc., Wellington-Altus Insurance Inc., Wellington-Altus Group Solutions Inc., Independent Advisor Solutions Inc., and Wellington-Altus Private Wealth Inc—the top-rated** investment dealer in Canada.

With more than $50 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.

• Report on Business 2025 rankings.
• Investment Executive 2026 Brokerage Report Card.

The opportunity

Reporting to the Lead Advisors, the Administrative Associate will participate in a broad range of administrative, client-facing and business development activities to support the efficient and successful operations of the team.

The Associate will support the team by handling administrative tasks, reporting, and account-related activities. They will also help grow the business by engaging with clients and preparing materials to support advisor-led business development efforts.

Key responsibilities include

• Serve as the first point of contact for clients, delivering professional and welcoming experience in person, by phone, and via email.
• Support advisors in managing client relationships by responding to inquiries, scheduling appointments, and coordinating follow-ups.
• Maintain regular communication with clients through check-ins, reminders, and meeting coordination to support engagement and retention.
• Assist with client onboarding, documentation, and ongoing account maintenance.
• Act as a liaison between clients and advisors, ensuring timely and accurate communication.
• Maintain accurate and up-to-date client records and notes in CRM systems.
• Provide general administrative support to advisors (e.g., preparing documents, printing statements, tax slips).
• Stay informed on company policies, procedures, and compliance requirement.

The ideal candidate will possess

• 3+ years’ experience in a customer/client-service facing role.
• Financial services industry experience is an asset
• Proficiency with the MSOffice suite, including Word, Excel, PowerPoint, Teams, and Outlook.
• Reliable and accountable, with a strong work ethic and attention to detail.
• Takes initiative and is comfortable working independently.
• Professional and respectful in all client interactions, maintaining a high level of integrity.
• Positive attitude with a strong focus on providing excellent client service.
• Strong communication and interpersonal skills, both in person, by phone, and in writing.
• Well-organized and able to manage multiple tasks and priorities.
• Strong problem-solving skills and ability to think through issues.
• Adaptable and comfortable working in a changing or busy environment.
• Maintains confidentiality and handles sensitive information with care.

Compensation & Benefits

Range $23 - $25 hourly.

This range represents Wellington-Altus's expected range of compensation for this position. Actual compensation will vary and will be based on various factors, such as location, skills, experience, and qualification for the role. Compensation for part-time roles will be pro-rated based on number of hours regularly worked.

Wellington-Altus's total compensation package for employees may also include discretionary bonuses as well as other perks and rewards. Wellington-Altus also offers health insurance, accident and life insurance, and other unique benefits per location.

Conditions of employment

• Must be legally eligible to work in Canada.
• A background check, satisfactory to the employer, may be required of the successful applicant prior to commencing employment.

Wellington-Altus Private Wealth is strongly committed to equity and diversity within its community and welcomes applications from women, racialized persons, Indigenous peoples, persons with disabilities, and persons of all sexual orientations and genders. All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply.

If you require accommodation for the recruitment process, please let us know at the point of application.