Exec Assistant & Business Coordinator, PCS

Ventum Financial Corp.; Vancouver; On-site; CAD 75,000 - 80,000; Full time

Job summary

Ventum Financial Corp. in Vancouver, BC, is seeking an Exec Assistant & Business Coordinator to support the SVP, Head of Private Client Services, manage calendars, travel, and key projects. This role is in-office and on a one-year contract.

You will coordinate recruiting onboarding, contracts, CRM records, reporting, and cross-team initiatives, helping translate priorities into action while maintaining confidentiality. Strong organizational skills and discretion are essential.

Qualifications

• Experience in executive support or business coordination.
• Strong organization and attention to detail; ability to manage multiple priorities.
• Clear written and verbal communication with confidentiality.
• Proficiency with Outlook, Teams, Word, Excel, PowerPoint; CRM records management.

Responsibilities

• Manage calendars, meetings, travel, and expenses; prepare agendas and presentations.
• Draft contracts and documents using approved templates; manage reviews and signatures.
• Maintain CRM records and coordinate recruiting meetings and pipeline updates.
• Coordinate advisor onboarding with internal partners; track documentation and milestones.
• Maintain visibility across leadership areas by coordinating cross-team priorities and project plans.
• Track KPIs and prepare dashboards and leadership updates.
• Support Vancouver marketing activities and event coordination with Marketing.

Skills

Executive support

Project administration

CRM management

MS Office

Attention to detail

Clear communication

Discretion

Finance familiarity

Tools

CRM software

Job description

Exec Assistant & Business Coordinator, PCS

Salary Range: $75,000.00 To $80,000.00 Annually

Location: Vancouver, BC — in office
Reports to: SVP, Head of Private Client Services
Term: One-year contract, with an option to extend, subject to review
Annual salary:$75,000–$80,000 CAD

The Opportunity

Bring your organization, curiosity, and follow-through to a role that combines executive support with meaningful business coordination. Working closely with the Head of Private Client Services, you will support oversight and execution across a broad portfolio encompassing advisor experience, recruiting and onboarding, insurance and wealth services, marketing coordination, and business improvement initiatives. You will help connect priorities across teams, keep projects and commitments moving, and provide clear updates that support informed decisions. If you enjoy building relationships, bringing structure to busy days, and seeing work through to completion, we would welcome the opportunity to hear from you.

What You’ll Do

• Manage calendars, meetings, travel, and expenses; prepare agendas, presentations, and correspondence, and coordinate follow-up.
• Draft contracts and related documents using approved templates and authorized terms; coordinate reviews, approvals, signatures, and secure filing.
• Keep customer relationship management (CRM) records current and coordinate recruiting meetings, pipeline updates, and next steps.
• Coordinate advisor onboarding with internal partners, tracking documentation, milestones, and outstanding requirements.
• Help the Head of Private Client Services and the CFO&COO maintain visibility across their areas of responsibility by coordinating cross-team priorities, maintaining project plans and action logs, following up on deadlines, and flagging issues requiring attention.
• Track key performance indicators (KPIs) and prepare clear, accurate dashboards and leadership updates.
• Support Vancouver marketing activities, advisor communications, materials, and event coordination in partnership with Marketing.

What You’ll Bring

• Experience in executive assistance, business coordination, project administration, or a related role.
• Strong organization, attention to detail, and the ability to balance priorities and follow through on commitments.
• Clear written and verbal communication, a collaborative approach, and discretion with confidential information.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint, and comfort maintaining CRM records, spreadsheets, and reports.
• Financial services experience and familiarity with contract preparation or advisor onboarding are helpful, but not essential.

Why Consider This Role?

This position offers direct collaboration with senior leadership and the opportunity to contribute across the Private Client Services business and business operation—from advisor experience and growth initiatives to insurance and wealth services, marketing coordination, and business improvements. The annual salary range is $75,000–$80,000 CAD. The role is based in Vancouver and requires working in the office.

We welcome applications from people of all genders and backgrounds and value the different experiences and perspectives each person brings. If this opportunity interests you but your experience does not match every qualification, we still encourage you to apply and share how your skills could contribute.