Administrative Associate (Part - Time)

Job summary

The Administrative Associate will handle daily administrative tasks, client-facing communications, and account maintenance to support the team's operations. They will also assist in business development efforts by preparing materials and coordinating client engagement activities.

Job details

Administrative Associate (Part - Time) Location: This posting is for an existing vacancy in Wellington-Altus’s Parksville office. Our organization: Founded in 2017, Wellington-Altus Financial Inc. (Wellington-Altus) is one of Canada’s Top Growing Companies* and 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. With more than $50 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. * Report on Business 2025 rankings. **Investment Executive 2026 Brokerage Report Card. The opportunity: Reporting to the Lead Advisors, the Administrative Associate will participate in a broad range of administrative, client-facing and business development activities to support the efficient and successful operations of the team. The Associate will support the team by handling administrative tasks, reporting, and account-related activities. They will also help grow the business by engaging with clients and preparing materials to support advisor-led business development efforts. Key responsibilities include: * Serve as the first point of contact for clients, delivering professional and welcoming experience in person, by phone, and via email. * Support advisors in managing client relationships by responding to inquiries, scheduling appointments, and coordinating follow-ups. * Maintain regular communication with clients through check-ins, reminders, and meeting coordination to support engagement and retention. * Assist with client onboarding, documentation, and ongoing account maintenance. * Act as a liaison between clients and advisors, ensuring timely and accurate communication. * Maintain accurate and up-to-date client records and notes in CRM systems. * Provide general administrative support to advisors (e.g., preparing documents, printing statements, tax slips). * Stay informed on company policies, procedures, and compliance requirement. The ideal candidate will possess: * 3+ years’ experience in a customer/client-service facing role. * Financial services industry experience is an asset * Proficiency with the MSOffice suite, including Word, Excel, PowerPoint, Teams, and Outlook. * Reliable and accountable, with a strong work ethic and attention to detail. * Takes initiative and is comfortable working independently. * Professional and respectful in all client interactions, maintaining a high level of integrity. * Positive attitude with a strong focus on providing excellent client service. * Strong communication and interpersonal skills, both in person, by phone, and in writing. * Well-organized and able to manage multiple tasks and priorities. * Strong problem-solving skills and ability to think through issues. * Adaptable and comfortable working in a changing or busy environment. * Maintains confidentiality and handles sensitive information with care. Compensation & Benefits: Range $23 - $25 hourly. 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 [http://www.wellington-altus.com/].

What you’ll do

The Administrative Associate will handle daily administrative tasks, client-facing communications, and account maintenance to support the team's operations. They will also assist in business development efforts by preparing materials and coordinating client engagement activities.

Requirements

Candidates must have at least 3 years of experience in a customer or client-service role and proficiency with the Microsoft Office suite. Strong organizational, communication, and problem-solving skills are essential for this position.

Benefits

• Health insurance • Accident insurance • Life insurance

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer service
• Client relations
• Administrative support
• CRM systems
• Microsoft Office
• Communication
• Problem-solving
• Organization
• Time management
• Attention to detail
• Account maintenance
• Business development support
• Administrative Support
• Positivity
• Client Onboarding
• Strong Work Ethic
• Administrative Functions
• Microsoft Excel
• Business Development
• Brokerage
• Customer Relationship Management
• Confidentiality
• Equities
• Financial Services
• Interpersonal Communications
• Problem Solving
• Microsoft Outlook
• Operations
• Portfolio Management
• Microsoft PowerPoint
• Wealth Management
• Proactivity
• Coordinating
• Setting Appointments
• Diversification (Investing)
• Detail Oriented

Job areas

• Administrative
• Finance & Accounting
• Customer Service & Support
• Administrative Associate
• Client Relationship Manager
• Commercial Sales Representatives
• Sales Representatives, Wholesale and Manufacturing, Except Technical and Scientific Products