Wealth Operations Specialist

Job summary

You will map and codify end-to-end advisory practice workflows to build and configure CRM and AI-driven software solutions. This involves identifying manual tasks for automation and validating AI agent performance to improve operational efficiency for wealth management teams.

Job details

About the role: Have you been an executive assistant, an administrative assistant, or the right hand to a financial advisor, wealth manager, or insurance advisor? Then this role was written for you — and there may not be another one like it. You are the person who actually runs an advisory practice. You know which form goes with which account type, what a KYC refresh needs before it will pass review, how to chase a signature without annoying a client, and what happens when a transfer stalls at the custodian. The advisor gives the advice. You make the practice work. AI is about to rewrite how advisory practices operate. The people who should be deciding what that looks like are the ones who know how those practices really run — and almost none of them are in the room where it gets built. You would be. We are building the CRM and AI operating system for wealth management, and your job is to take what you know — the workflows, the forms, the compliance steps, the small judgments that keep a book of 200 to 3,000 clients from falling apart — and turn it into software that does it for advisors at scale. You have run one practice. Here you will shape how thousands of them run. You do not need a software background: you need to know this industry cold and to have a knack for figuring systems out. We will teach you the rest. What you'll do: Codify what you know Map the real end-to-end workflows of an advisory practice: client onboarding and account opening, KYC and refresh cycles, 90-day and quarterly review cadences, meeting preparation and follow-up, document collection and signatures, and the compliance checks around all of it. Identify the repetitive, manual work that eats an administrator's week, and rank it by how much time automating it would give back. Turn that into clear specifications the product team can build — workflow templates, automations, and AI agents that handle the parts a person should not have to. Build it, hands-on Configure workflows, templates, and automations directly in Maximizer rather than handing every idea to someone else. Write the prompts, instructions, and process definitions that our AI agents run on, and validate what they produce. Test what we ship the way a real practice would use it, and tell us plainly when it would not survive a Monday morning. Stay close to advisors Run discovery sessions with advisors, administrators, and head-office operations teams, and bring back what you hear. Be our internal authority on how a Canadian advisory practice actually runs — the forms, the regulators, the custodial and portfolio systems, and the tools an administrator lives in all day. Help Product decide what to build first, based on customer value and operational impact. What you'll bring: 5+ years supporting financial advisors, wealth management teams, or investment practices — as an administrative or executive assistant, wealth administrator, client service associate, practice manager, or operations manager. Deep, current knowledge of Canadian wealth management operations: account opening and the forms behind it, KYC and refresh obligations, review cadences, e-signature and document collection, and the compliance work that sits underneath all of it. Working familiarity with the systems a practice runs on — CRMs, custodial and portfolio management platforms, back-office and wealth platforms such as NDEX, and document and task management tools. A knack for software. You are the person on your team who figures out the new system, builds the template, and then shows everyone else how to use it. The ability to explain a process precisely: you can turn "this is how we do it" into steps someone who has never worked in the industry can follow and build. Nice to have: insurance-side operations — provincial licensing and compliance, carrier and MGA processes, and needs-analysis workflows. Why you should apply: 💰 Competitive Salaries with RRSP matching program 🏝 Generous paid vacay and sick days 💻 A powerful Laptop 📚 Budget for courses, books, and personal development ❤️ Peer to peer recognition and rewards 🍹 Team building events, happy hours, and off-sites 🧒🏻 Parental leave benefits About Maximizer Maximizer was launched in a garage on Vancouver Island in 1987 and helped pioneer contact management, sales force automation, and modern CRM, attracting over 100,000 customers and 1 million users along the way. Today we are focused on financial professionals — building the CRM and AI operating system for wealth management, purpose-built for advisor teams and the head offices behind them. Interest? We'd love to hear from you! If you're interested in a career with Maximizer, please submit your resume and cover letter. We are an equal opportunity employer. We do not discriminate based on race, faith, colour, cultural background, gender, sexual orientation, age, marital status, or disability status. We thank all applicants for their interest, however, only those selected for an interview will be contacted. Salary Range $75,000—$90,000 CAD

What you’ll do

You will map and codify end-to-end advisory practice workflows to build and configure CRM and AI-driven software solutions. This involves identifying manual tasks for automation and validating AI agent performance to improve operational efficiency for wealth management teams.

Requirements

Candidates must have 5+ years of experience in Canadian wealth management operations, including deep knowledge of KYC, account opening, and compliance. Strong proficiency with CRM systems and the ability to translate complex operational processes into technical specifications is required.

Benefits

• RRSP matching program
• Paid vacation
• Sick days
• Laptop
• Budget for courses, books, and personal development
• Peer to peer recognition and rewards
• Team building events
• Parental leave benefits

Listed skills

• management · Preferred
• CRM · Preferred
• Software · Preferred
• Compliance · Preferred
• efficiency · Preferred
• Operational Efficiency · Preferred
• Client · Preferred
• Teams · Preferred
• Administrative · Preferred
• Budget · Preferred
• Development · Preferred
• Process · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Wealth management operations
• CRM
• Workflow automation
• KYC compliance
• Account opening
• Process mapping
• Software configuration
• Financial advisory support
• Document management
• Regulatory compliance
• AI agent management
• Product specifications
• Portfolio management systems
• Task management
• Client onboarding
• Know Your Customer
• Workflow Management
• Client Onboarding
• Needs Assessment
• AI Agents
• Artificial Intelligence
• Automation
• Customer Relationship Management
• Investments
• Contact Management Systems
• Operating Systems
• Sales
• Operations Management
• Operations
• Portfolio Management
• Wealth Management
• Task Management
• Team Building

Job areas

• Software
• Finance & Accounting
• Administrative
• Technology
• Consulting
• Wealth Specialist
• Scheduler / Operations Coordinator
• Stock Clerks
• Production, Planning, and Expediting Clerks

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