Administrative Associate
Location: This posting is for an existing vacancy in Wellington-Altus’s Saskatoon 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 opportunity:
Reporting to the Business Manager, and working directly with the Advisor teams, 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.
- 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.
- Strong attention to detail and accuracy when handling employee records and documents.
- Well-organized with the ability to manage multiple tasks and meet deadlines.
- Dependable and committed to completing work accurately and on time.
- Able to work independently while following established procedures and improving processes where appropriate.
- Strong written and verbal communication skills with a professional and customer-focused approach.
- Good problem-solving skills and ability to resolve routine administrative issues.
- Flexible and able to adapt to changing priorities in a fast-paced environment.
- Maintains professionalism, discretion, and confidentiality when handling sensitive information.
- Dedicated to providing high-quality service through accurate recordkeeping and efficient administrative support.
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/).
