Administrative Assistant - Gilman Deters Private Wealth

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 have a permanent full-time opportunity based 100% onsite at our Courtenay, BC office. The Administrative Assistant plays a crucial role in supporting all activities required by the Senior Investment Advisor. This role requires an individual who is professional, detail-oriented, independent, organized, and effective at multi-tasking, 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. You will be responsible for: Enhancing advisor’s effectiveness by providing information management support; Foster and support client relationships by liaising with clients, responding to requests and proactive problem solving; Open accounts and manage documentation requirements; Process and follow up on account opening, transfer and other type of requests; Handle incoming and outgoing phone calls with clients and respond to requests for information; Organizing and coordinating meetings and conference calls; Prepare monthly/quarterly/annual reports, client correspondence and taking ownership of project work; Act as the professional first point of contact for the company that greets and welcomes visitors; Answer phone calls promptly, screen calls and redirect appropriately; Serve as office point of contact for building directed maintenance and workplace related requests; Maintain office premises standards for appearance, client requirements and day to day operations; Other duties as assigned. The ideal candidate for this position has: Minimum of 2-years investment industry experience an asset; Experience working within a professional service industry such as Law, Accounting, Retail Banking, General Business would be an asset Proficient with Microsoft Office particularly Word, Excel, Publisher, PowerPoint & Outlook; Proven verbal and written communication skills; Ability to learn quickly and identify opportunities to add value; Strong organizational skills; Meticulous attention to detail; Superior customer service skills; Ability to prioritize, multitask, work within time constraints and follow-up; Ability to work in a team environment and demonstrate a professional and friendly manner; Salary Range: $24 per hour (actual compensation offered will be commensurate with education, experience, designations, 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.

The Administrative Assistant provides comprehensive support to the Senior Investment Advisor, including information management and client relationship maintenance. Key duties include processing account documentation, coordinating meetings, and managing the professional appearance and operations of the office.

Candidates should ideally have at least 2 years of experience in the investment or professional services industry. Proficiency in Microsoft Office and strong organizational and communication skills are essential for success in this fast-paced environment.

• Time managementPreferred
• Customer servicePreferred
• OrganizationPreferred
• Attention to detailPreferred
• Microsoft ExcelPreferred
• Microsoft WordPreferred
• Microsoft OutlookPreferred

Identified from the job description. Confirm important requirements above.

• Information Management
• Client Relationship Management
• Account Opening
• Documentation Management
• Microsoft Word
• Microsoft Excel
• Microsoft Publisher
• Microsoft PowerPoint
• Microsoft Outlook
• Verbal Communication
• Written Communication
• Organization
• Attention To Detail
• Customer Service
• Multitasking
• Time Management

• Administrative
• Finance & Accounting
• Customer Service & Support

Minimum experience

2+ years

Apply by

Sep 3, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Associate