Executive Assistant, Private Wealth

About Nicola Wealth:

We have a lot to be proud of at Nicola Wealth. Our sophisticated financial planning, our diversified private investment funds and their exceptional performance, our 99% client retention rate and our award-winning culture, combine to position us as a national leader in wealth management. Recognized as a Best Managed Company and one of Canada’s Top Employers, we are dedicated to upholding our firm’s values through this phase of significant growth.

By bringing together smart, dedicated and supportive colleagues from diverse backgrounds, we deliver extraordinary client service in a values-driven work environment. The collaboration, creativity and entrepreneurial spirit we were founded on provides the opportunity for you to make a real impact and build a rewarding career. We are passionate about our business, our culture and investing deeply in your growth and development to build for the future. If you have this same drive, then let’s talk!

About the Team:

We are excited to announce a new opportunity within our expanding Calgary office! The Private Wealth Division plays a key role in our firm, delivering a truly bespoke and holistic wealth management experience. We cultivate deep, trusting relationships with our clients, ensuring their needs are met with personalized care and attention.

Our team is driven and by a passion for excellence, setting ambitious goals to lead the industry. With a unique focus on advanced planning and diversified asset allocations, we are dedicated to providing our clients with exceptional, high-quality service.

Purpose of the Role::

Are you passionate about building meaningful relationships and delivering exceptional client service? Does the idea of supporting a senior leader in driving business growth and client impact excite you? Do you thrive on delivering excellence, contributing to a team, and celebrating shared success? If so, this role supporting our Ultra High Net Worth (UHNW) division, could be the perfect opportunity for you.

This role offers the unique chance to work closely with a senior leader to provide dedicated executive support, with a focus on growing and nurturing client relationships, facilitating business development, and managing internal and external communications. If you are ready to play a vital part in our businesses’ success, we invite you to explore this exciting opportunity.

Core Responsibilities:

Executive Support

• Executive Support: Perform comprehensive executive support, including but not limited to: tracking, reviewing, and analyzing all incoming emails and correspondence, determining the importance and urgency of requests, and handling distribution or drafting responses as required. Responsibilities also include general gatekeeping, extensive and complex calendar management, travel planning and coordination, report preparation and distribution, and composing and preparing complex correspondence, all while ensuring a high level of confidentiality.
• Calendar Management: Proactively manage senior leaders' schedule, ensuring seamless coordination of meetings with prospective clients, centers of influence (COIs), and internal stakeholders, as well as scheduling external boards and association commitments. Anticipate and resolve scheduling conflicts before they arise.
• Tracking and Reporting: Utilize Excel skills to manage and maintain various reports, such as budget tracking and expenses, ensuring data accuracy and timely updates.
• Expense Management: Handle reconciliation and ensure timely, accurate submission and reporting of expenses, aligning with company policies.
• Anticipatory Support: Build a deep working relationship with the senior leader to anticipate needs, provide proactive support, and regularly update them on important matters.
• Communication Management: Assist with internal and external communications, including managing senior leaders' business social media accounts, and drafting and reviewing correspondence.
• Presentation Development: Create compelling and professional PowerPoint presentations and information packages for prospective clients and COIs
• Other relevant and related responsibilities, as assigned and as the needs of the organization change.
  
  

Client Experience and Support

• Exceptional Client Service: Correspond with prospects and clients, ensuring a high standard of service, and cultivating relationships through exceptional communication.
• Relationship Management: Act as the first point of contact for both internal and external stakeholders, ensuring excellent communication, gatekeeping, and problem-solving where appropriate. Cultivate and maintain strong relationships with clients, prospects, and business contacts.
• Professional Outreach: Conduct professional, polished email and phone outreach to prospective clients, COIs, and stakeholders.
• Prospect and COI Follow-Up: Collaborate with the Marketing Team to follow up on incoming prospective leads and ensure all outreach is handled promptly and professionally.
• Lead Tracking and Pipeline Management: Create “Lead” records for prospective clients in Salesforce, track the pipeline of prospective clients, and ensure timely follow-up on all opportunities.
• Event Coordination: Liaise with the Marketing Team to coordinate attendance at client events, sponsorships, and other relevant functions. Attend events as needed to support the senior leader and ensure smooth execution.
• Meeting and Event Support: Assist with special event planning, including catering requirements and logistical support for important client meetings and internal events.
  
  

Required Skills & Qualifications:

• Client-Centric Focus: Demonstrates an unwavering commitment to delivering superior service to ultra-high-net-worth clients, families, and centers of influence, consistently providing exceptional support. Passionate about providing a high-quality client experience with timely, professional, and thoughtful responses.
• Exceptional Interpersonal Skills: Displays a high degree of professionalism, using outstanding interpersonal abilities to build and maintain strong relationships with clients, prospects, and business stakeholders. Considered a trusted representative of the senior leader.
• Highly Organized: Possesses exceptional organizational skills, with meticulous attention to detail. Ability to manage multiple tasks and competing priorities, such as complex calendars, travel arrangements, and sensitive client information.
• Attention to Detail: Meticulous approach, ensuring all details are managed thoroughly to maintain high standards of accuracy.
• Judgment & Diplomacy: Strong critical thinking skills with the ability to exercise sound judgment, tact, and diplomacy while demonstrating political and business acumen. Always ensuring privacy and discretion.
• Proactive Problem Solver: Self-directed with high initiative, taking a proactive approach to resolving issues and conflicts in a timely and professional manner, always seeking solutions that align with business objectives.
• Positive Attitude: Thrives in a dynamic, fast-paced environment, maintaining a positive outlook and fostering a culture of optimism and energy.
• Composed Under Pressure: Maintains resilience and composure when faced with high-pressure situations, ensuring smooth operations and client satisfaction.
  
  

Additional Skills & Qualifications:

• Experience: Minimum of 5 years of relevant experience client facing experience
• Communication Skills: Excellent written and verbal communication skills, able to convey information clearly and professionally.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel) and a strong grasp of modern technology tools and platforms.
• Continuous Improvement Mindset: Driven by excellence, constantly exploring innovative ways to improve processes. Confident to adapt to evolving business needs and changes.
• Independent Worker: Ability to operate with a high level of independence, requiring minimal supervision. Ability to work collaboratively within a team.
• Education & Credentials: A bachelor’s degree is preferred.
  
  

Compensation & Benefits Package:

This position comes with a base salary range of $62,500-$86,000 plus a competitive performance bonus, RRSP contribution and participation in our profit-sharing program. Base salary will be commensurate with experience, skills, and qualifications.

At Nicola Wealth, our people grow our business, delight our clients, and live our values every day. Our comprehensive compensation and benefits package reflects our appreciation for this commitment. Whether it’s participating in our profit sharing and benefit programs on day one, or the opportunity to participate in our share ownership program, our people are able to go beyond a conventional salary and bonus structure. To learn more about our complete package, visit: www.nicolawealth.com/total-rewards.

Please include both a cover letter and resume in support of your application. We are an inclusive, equal opportunity employer. For more information about this and other roles: www.nicolawealth.com/careers.

It is our priority to remove barriers to provide equal access to employment. Should you require reasonable accommodation during the recruitment process please contact us at [email protected] and we will work with you to meet your needs. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Nicola Wealth policies.

Thank you for your interest in a career with Nicola Wealth!