Administrative Associate / Office Coordinator

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!

Purpose of the Role::

This is an exciting new role that will grow and evolve with the needs of the business. As Administrative Associate & Office Coordinator you have the unique opportunity to provide a wide variety of exceptional service-oriented support to our Private Wealth Team and clients in our Calgary office.

With your keen attention to detail, drive to be of service, and pride in excellence, you’ll offer accurate and efficient administrative support to our Private Wealth Team, including Wealth Advisors and Wealth Planning Associates, and you’ll ensure the office is always client ready!

This is an on-site role and will be approximately 80% financial administrative work and 20% front office coordination. This role requires that the individual be situated at the front desk during business hours, Monday through Friday.

Core Responsibilities:

Practice Management

• Assist Wealth Advisors to effectively manage practice.
• Prepare and compile information and reports.
• Support cash management processes.
• Organize Wealth Advisors by managing tasks and reminders.
• Support Wealth Advisors with technology updates as needed.
  
  

Client Service

• Provide administrative support to teams of Wealth Advisors and Wealth Planning Associates.
• Support client meetings (schedule, coordinate, pre-meeting preparation, post-meeting follow-up and action items).
• Manage invitations to client events.
• Enter client information into Salesforce.
• Process new business requests for client onboarding.
• Schedule and coordinate travel for Wealth Advisors.
• Organize meeting logistics, client packages (sending & delivery).
• Manage day-to-day client requests and execute, as applicable.
• Communicate, both verbally and in writing, with clients when required.
  
  

Business Development

• Coordinate introductory meetings with prospective clients.
• Create “Lead” records for prospective clients in Salesforce.
• Track pipeline of prospective clients and ensure follow-up is provided.
• Follow up with Marketing Team as needed on incoming prospective leads.
  
  

Office Facilities Management

• Provide an exceptional first impression to all visitors to the office (clients, vendors, suppliers, colleagues).
• Ensure the office facilities are always immaculate for our clients and colleagues (reception, meeting rooms, kitchen, etc.)
• Working in collaboration with Office Services team, manage office & kitchen supply inventory, manage vendor and facility relationship, and facility portal with landlord
• Concierge in-office meetings and events including client meetings, catering, room set-up/take-down, first aid instances, etc.
• Answer and route phone calls.
• Manage mail and courier.
  
  

Corporate Projects & Events

• Coordinate and liaise with key stakeholders on behalf of Wealth Advisors for various corporate initiatives and projects, including but not exclusive to task management, reminders, meeting action items and deliverables.
• Support events as required (including attendance, set up, greeting guests, check-in, etc.)
• Other relevant and related responsibilities, as assigned and as the needs of the organization change.
  
  

Required Skills & Qualifications:

• Business degree, diploma, certificate, or equivalent experience.
• Minimum 1 year of related work experience in an administrative capacity. 
• Experience working in a high performing client service-oriented work environment. 
• Demonstrated diplomacy, tact, and professionalism in a high-volume environment. 
• Highly proficient in MS Word, Excel, PowerPoint, Outlook, and technology in general. 
• Legally eligible to work in Canada for any employer. 
• Proficient in Salesforce or other CRM system.
• Prior experience working in the financial services industry or other corporate industry.
• Canadian Securities Course (CSC) an asset.
  
  

Compensation & Benefits Package:

This position comes with a base salary range of $50,000 - $65,000 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!