Administrative Associate

Location:  This posting is for an existing vacancy in Wellington-Altus’s Calgary office.

Our organization:

Founded in 2017, Wellington-Altus Financial Inc. (Wellington-Altus) is the parent company to Wellington-Altus Private Counsel Inc., Wellington-Altus USA Inc., Wellington-Altus Insurance Inc., Wellington-Altus Group Solutions Inc., and Wellington-Altus Private Wealth Inc.-the top-rated* investment dealer in Canada and one of Canada’s Best Managed Companies. With over $45 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.

*Investment Executive 2025 Brokerage Report Card.

The Team: Meet the Team - Wagner Investment Management Team [https://advisor.wellington-altus.ca/wagner/meet-the-team/]

Our team provides outstanding wealth management strategies to a select group of successful families, and women, who are experiencing significant life changing events. We help our clients achieve financial security and comfort, giving you the confidence that you are on track to live the life that you want.

The opportunity:

Reporting to the Lead Advisor, the Administrative Associate provides administrative and operational support to the advisory team. The role supports the efficient delivery of client service through accurate account administration, documentation, operational coordination, and marketing coordination.

The Administrative Associate plays a key behind-the-scenes role in delivering an organized, efficient, and exceptional client experience through accuracy, organization, and execution.

Key responsibilities include:

• Process account openings, transfers, and other client account transactions accurately and efficiently.
• Prepare, review, and submit client documentation, ensuring completeness and compliance with firm procedures.
• Maintain accurate client records and update CRM systems in a timely manner.
• Coordinate and track outstanding documentation, client requests, and administrative action items to ensure timely completion.
• Prepare meeting materials, reports, forms, statements, and DocuSign packages.
• Support client communications by responding to administrative inquiries or directing requests to the appropriate team member.
• Prepare and schedule approved marketing and social media content in accordance with firm guidelines.
• Ensure all client files and documentation are maintained in accordance with regulatory and compliance requirements.
• Identify opportunities to improve administrative processes and contribute to the development of standardized procedures.
• Collaborate effectively with team members to support efficient operations.
• Provide general administrative and office support, serving as a dependable resource for the advisory team.

The ideal candidate will possess:

• Post-secondary education in business, administration, finance, or a related field is preferred.
• An equivalent combination of education and relevant experience will be considered.
• 2 to 4 years of experience in an administrative, operations, or client service support role, preferably within the financial services industry or other professional services.
• Demonstrated experience managing multiple priorities while maintaining a high degree of accuracy and attention to detail.
• Experience processing documentation, coordinating workflows, and maintaining accurate records.
• Experience using CRM systems and Microsoft Office applications is considered an asset.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive client information.
• A commitment to providing exceptional operational support and contributing to an efficient team environment.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, Teams, and PowerPoint.
• Experience working with CRM systems and maintaining accurate client records.
• Experience preparing digital documentation and electronic signature packages (e.g., DocuSign).
• Strong aptitude for learning new software, systems, and technology.
• Ability to work accurately with multiple systems while maintaining a high level of attention to detail.
• Exceptional attention to detail with a high degree of accuracy and accountability.
• Strong organizational, time management, and prioritization skills, with the ability to manage multiple tasks and deadlines.
• Reliable and dependable, with a consistent focus on execution and follow-through.
• Ability to work independently while following established procedures and identifying opportunities to improve administrative processes.
• Strong written and verbal communication skills, with a professional and client-focused approach.
• Proficient problem-solving skills and the ability to resolve administrative issues efficiently.
• Adaptable and comfortable working in a fast-paced, evolving environment.
• Demonstrates professionalism, integrity, discretion, and the ability to maintain confidentiality.
• Committed to delivering a high-quality client experience through accuracy, organization, and operational excellence.

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.

To apply:

Click the Apply for This Job button to submit your resume, cover letter and salary expectations. You will be contacted if you are selected for an interview. More information about working at Wellington-Altus can be found on our website at www.wellington-altus.com [http://www.wellington-altus.com/].