Executive Administrator

Dumitru Flanagan & Associates IG Private Wealth Management; Victoria; On-site; CAD 45,000 - 60,000; Full time

Benefits offered by this job

Competitive salary

Bonus opportunities

Three weeks of paid vacation

Personal days

Professional development

Career growth

Collaborative team environment

Job summary

Dumitru Flanagan & Associates is a private wealth management practice seeking an exceptionally organized Executive Administrator to provide administrative, operational, and marketing support. This full-time role combines executive-level duties with client relationship support and practice management in Greater Victoria.

The ideal candidate thrives in a fast-paced environment, manages multiple priorities, and delivers an exceptional client experience while coordinating with advisors, compliance,

Qualifications

• 2-4 years of experience in professional services, financial services, wealth management, or executive administration.
• MFDA or Securities licensing preferred but not required.
• Demonstrated experience in executive administration, client service, or practice management.
• Exceptional attention to detail and organizational skills.
• Strong verbal and written communication abilities.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with CRM systems, digital document management platforms, and virtual meeting technologies.

Responsibilities

• Deliver professional, responsive, and personalized client experience.
• Coordinate information requests with accountants, lawyers, and other advisors.
• Manage advisor calendars, appointments, and workflow priorities.
• Prepare correspondence, reports, and client communications.
• Coordinate internal meetings and administrative processes to support operations.
• Support onboarding of new clients and ensure seamless transitions.

Skills

Executive admin

Client service

Attention to detail

Communication skills

MS Office

CRM systems

Multi-tasking

Tools

CRM systems

Digital document management

Video/virtual meeting tech

Job description

Dumitru Flanagan & Associates is a well-established private wealth management practice serving high-net-worth individuals, families, and business owners throughout Greater Victoria and beyond. We are dedicated to helping clients achieve their financial goals through comprehensive financial planning, disciplined investment management, and exceptional service. Our collaborative team provides personalized advice and highly professional client experience that supports families across generations. We are seeking an exceptionally organized, detail-oriented, and proactive Executive Administrator to provide comprehensive administrative, operational, and marketing support to our advisory team while helping deliver the outstanding service our clients expect.

This full-time role combines executive-level administrative responsibilities with client relationship support, account administration, financial planning coordination, and practice management. The ideal candidate is a highly polished professional who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in delivering an exceptional client experience.

The Executive Administrator serves as a key point of coordination between clients, advisors, compliance, operations, and external professionals to ensure the smooth and efficient operation of the practice.

Position Overview

Executive & Practice Administration

• Deliver professional, responsive, and personalized client experience.
• Work closely with advisors, operations, compliance teams, and branch leadership.
• Coordinate information requests and communication with accountants, lawyers, and other professional advisors.
• Contribute positively to a collaborative, client-focused team culture.
• Manage advisor calendars, appointments, and workflow priorities.
• Coordinate internal meetings and administrative processes to support practice operations.
• Track projects, deadlines, client deliverables, and outstanding action items.
• Prepare correspondence, reports, presentations, and client communications.
• Identify opportunities to improve practice efficiency and administrative workflows.
• Support the onboarding of new clients and ensure a seamless transition into the practice.
• Gather, organize, and verify client financial information and documentation.
• Prepare portfolio reviews, reports, and presentation materials for advisor meetings.
• Complete digital applications and client forms accurately and efficiently.
• Coordinate with operations and compliance teams to ensure timely processing and issue resolution.
• Monitor administrative processes to ensure accuracy, completeness, and regulatory adherence.

Marketing & Client Engagement

• Plan and coordinate client appreciation events, educational seminars, and marketing initiatives.
• Manage event logistics, invitations, RSVPs, and follow-up communications.
• Support the firm's social media presence and digital marketing activities.
• Assist in the execution of client outreach and referral development initiatives.

Qualifications Required

• 2-4 years of experience in a professional services, financial services, wealth management, or executive administration environment.
• MFDA or Securities licensing preferred but not required. Additional compensation offered
• Demonstrated experience in executive administration, client service, or practice management.
• Exceptional attention to detail and organizational skills.
• Strong verbal and written communication abilities.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with CRM systems, digital document management platforms, and virtual meeting technologies.
• Ability to manage multiple priorities while maintaining a high degree of accuracy.
• Professional, client-first attitude with excellent interpersonal skills.
• Strong judgment, discretion, and commitment to confidentiality.

What We Offer

• Competitive salary based on experience and qualifications. Salary Range: $45,000 - $60,000
• Performance-based bonus opportunities.
• Three weeks of paid vacation.
• Additional personal days.
• Support for professional development and continuing education.
• Long-term career growth within a respected and growing wealth management practice.
• A collaborative, high-performance team environment focused on exceptional client outcomes.

Ideal Candidate Profile

You are a highly organized and proactive professional who excels at creating structure, managing complex priorities, and maintaining exceptional attention to detail. You anticipate needs, take initiative, and enjoy being the person others rely on to keep things running smoothly. You combine professionalism, strong relationship-building skills, and sound judgment with a genuine commitment to client service. Most importantly, you take pride in delivering a seamless experience for clients and colleagues alike while contributing to the continued success of a growing wealth management practice.