Job Description

Administrative Associate

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

Our organization

Founded in 2017, Wellington-Altus Financial (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., Independent Advisor Solutions Inc., and Wellington-Altus Private Wealth Inc.—the top-rated* investment dealer in Canada and one of Canada’s Best Managed Companies. With nearly $40 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: The Mahrt Investment Group

More than portfolio managers, we help families and business owners achieve their financial goals so they can build, grow, and plan for what’s next.

We are a family-focused, results-driven, award-winning wealth management team, specializing in the construction of tax-efficient investment portfolios customized to your life goals and risk tolerance.

The opportunity:

Reporting to the Senior Portfolio Manager, Senior Wealth Advisor, the Administrative Associate will participate in a broad range of administrative and operational projects and tasks to support the efficient and successful operations of the team.

Key responsibilities include:

• Client Service Support
  • Assist licensed professionals in managing client relationships by responding to inquiries, scheduling appointments, and maintaining client records.
  • Serve as a point of contact for clients and ensure their needs are addressed promptly and effectively.
  • Act as a liaison between clients and licensed professionals, conveying messages and coordinating follow-up actions.
• Administrative and Operational Support
  • Act as a general administrative and operational resource for Associates and Advisors (ex: printing statements, tax slips).
  • Complete a variety of administrative tasks related to account management such as preparing DocuSign information.
  • Complete account processing activities and process a variety of transactions.
  • Prepare daily reports for the Investment Associates and Investment Advisors.
  • Provide information, where requested and approved by an Associate or Advisor, on the status of a client’s account and provide account balances, quotes and other marketing information.
  • Maintain client files, ensuring that all documentation and notes are compliant with industry regulations.
  • Perform general administrative tasks (ex: prepare letters, client communication pieces, etc.).
  • Proactively stay informed and up to date regarding Company policies and procedures and compliance updates.
  • Perform other duties as assigned.

The ideal candidate will possess:

• Bachelor’s degree in business administration, finance, or similar field of study, or equivalent combination of education and experience.
• 1-3 years’ financial services industry experience working in a high growth environment.
• 2+ years’ experience in a customer/client-service facing role.
• Equivalent combination of education and experience may be considered.
• Experience in the wealth management or other regulated industry is a strong asset.
• Valid completion of the Canadian Securities Course (CSC) and/or the Conduct and Practices Handbook Course (CPH), or the Canadian Investment Regulatory Exam (CIRE), is considered an asset.
• Proficiency with the MS Office suite, including Word, Excel, PowerPoint, Teams, and Outlook.
• Experience working with Croesus and Salesforce considered an asset.
• Demonstrates a high level of accountability, adaptability, and innovation in achieving both day-to-day responsibilities and long-term goals.
• Strong attention to detail.
• Excellent attitude and commitment to providing exceptional service.
• Exemplary interpersonal, influencing, and communication skills across multiple mediums (in-person, phone, virtual).
• Strong problem-solving and critical thinking abilities.
• Highly organized with a consistent and reliable work ethic.
• Comfortable with ambiguity and able to manage a high volume of competing priorities.
• Maintains the highest level of confidentiality.

Compensation & Benefits:

Range $40,000-$60,000 annually.

This range represents Wellington-Altus's expected range of compensation for this position. Actual compensation will vary and will be based on various factors, such as location, skills, experience, and qualification for the role. Compensation for part-time roles will be pro-rated based on number of hours regularly worked.

Wellington-Altus's total compensation package for employees may also include discretionary bonuses as well as other perks and rewards. Wellington-Altus also offers health insurance, accident and life insurance, and other unique benefits per location.

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