Administrative​/Clerical Associate, Office Administrator​/ Coordinator

Associate

Location: This posting is for an existing vacancy in Wellington-Altus’ Kelowna 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 opportunity:

Reporting to the Senior Wealth Advisors, the Associate provides support to the team across both planning‑related tasks and core operational functions. The role assists with the creation and updating of comprehensive financial plans and goals‑based reporting for High Net Worth and Ultra High Net Worth clients, under the guidance of licensed team members. This position also contributes to a wide range of administrative and operational activities that ensure the team’s efficient day‑to‑day operations.

The Associate serves as a resource for Advisors and other Associates by completing administrative tasks, reporting, and account‑related activities that support the team’s overall success.

Key responsibilities include: Client Service Support

Assisting team members in managing client relationships by responding to inquiries, scheduling appointments, and maintaining accurate client records.

Serving as a day‑to‑day point of contact for clients, ensuring their needs are addressed promptly and professionally.

Administrative and Operational Support

Providing general administrative and operational support to Advisors and Associates, including preparing documents, printing statements, and organizing tax slips.

Completing administrative tasks related to account management, such as preparing Docu Sign packages and gathering required information.

Preparing daily reports for Investment Associates and Investment Advisors.

Providing approved information—such as account status, balances, or general market information—under the direction of team members.

Maintaining client files and documentation in accordance with compliance and regulatory requirements.

Drafting letters, client communication pieces, and other administrative materials as needed.

Staying current on company policies, procedures, and compliance updates.

Financial Planning Support

Assisting in preparing Advisors for client meetings by gathering documents, organizing materials, and updating planning information.

Preparing and mail introductory packages, including engagement letters, document requests, and Wealth Questionnaires.

Entering client information into planning software and help generate financial plan drafts under the supervision of licensed professionals.

Supporting the ongoing review process by helping track review schedules, monitoring progress on recommendations, and noting changes in client circumstances.

Coordinating with clients’ external professionals (e.g., accountants, lawyers) to collect information and support holistic planning, without providing advice.

Supporting the integration of planning areas—such as cash flow, education planning, insurance, retirement, tax, and estate considerations—by gathering data and preparing summaries for Advisors.

Coordinating value‑added client experience activities, such as sending acknowledgements for birthdays, weddings, or other life events.

Assisting with administrative aspects of new and existing insurance business under the direction of team members.

The ideal candidate will possess:

Bachelor’s degree in business administration, finance, or similar field of study, or equivalent combination of education and experience.

2-5 years’ financial services industry experience working in a high growth environment.

2+ years’ experience in a customer/client-service facing role.

Experience in wealth management or other regulated industry is a strong asset.

A…