Client Services Associate

**Client Services Associate**

**Location**:This position will be based out of our Toronto office.

**Our organization**:
Founded in 2017, Wellington-Altus Financial Inc. (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., and Wellington-Altus Private Wealth Inc.—the top-rated* investment dealer in Canada and one of Canada’s Best Managed Companies. With more than $35 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 2024 Brokerage Report Card. _

**The opportunity**:
Reporting to Investment Advisors, the Client Services Associate provides high-level executive support and ensures the smooth operation of administrative functions within the team.

Leveraging their industry knowledge, the incumbent will act as a key resource person for clients by building and strengthening client relationships and ensuring the highest client satisfaction.

**Key responsibilities include**:

- Relationship Management & Client Consultation- Performing general administrative tasks (ex: prepare letters, client communication pieces, respond to inquiries, scheduling appointments etc.).
- Build and maintain strong relationships with clients through regular communication, responsiveness, and proactive support.
- Address client inquiries, concerns, and service requests in a timely and professional manner.
- Act as a resource person for clients (i.e. generating specialized reports, questions about specific products).
- Manage and oversee complex tasks and maintain key client relationships to ensure high-quality service and successful project outcomes.
- Work with Advisors to develop and distribute client communication and marketing pieces.
- Lead Advisor Support- Utilize a high degree of professionalism and initiative to anticipate and meet the needs of the Advisors.
- Provide executive administrative support to the Lead Advisors.
- Manage and prioritize Advisors calendar and ensure preparation for meetings and presentations with appropriate materials.
- Coordinate, manage, and assist with the planning and execution of internal and external meetings and events.
- Handle confidential and sensitive information with discretion and professionalism.
- Manage electronic files, develop, and maintain various databases and internal file structures.
- Coordinate travel arrangements, including flights, accommodations, and transportation.
- Complete a variety of administrative tasks related to account management such as preparing DocuSign information.
- Prepare daily reports for the Investment Associates and Investment Advisors.
- Provide information, where requested and approved by an Associate or Advisor, on the status of a client’s account and provide account balances, quotes and other marketing information.
- Client Portfolio Management- Processing a variety of transactions (ex: issuing cheques, deposits, contributions and withdrawals, incoming and outgoing transfers).
- Account processing (converting RRSP to RRIF, setting up RRIF payments, estates, beneficiary updates, etc.).
- Assisting in preparing advisors for client meetings, including preparation of account opening documentation, product research, etc.
- Follow up relating to all client transactions to ensure proper processing and minimization of errors.
- Performing other duties as assigned.
- A degree or diploma in business administration, accounting, finance, or similar field of study.
- 3-5 years of administrative or executive assistant experience.
- 2-5 years’ financial services industry experience working in a high growth environment.
- 2+ years’ experience in a client-service facing role.
- Equivalent combination of education and experience may be considered.
- Experience in the wealth management or other regulated industry is a strong asset.
- IIROC licensing requirements, including completion of or working towards the completion of the Canadian Securities Course (CSC) and the Conduct and Practices Handbook Course (CPH) as well as active registration as an Investment Representative (IR) is an asset.
- A commitment to fulfilling Continuing Education (CE) requirements.
- Proficiency with the MSOffice suite, including Word, PowerPoint, Teams, and Outlook with a strong emphasis on Excel (manipulating and organizing data sets, presenting data, etc.).
- Experience with financial planning software is an asset.
- Experience with industry research and reporting software such as Thomson, Morningstar and Croesus is a strong asset.
- Proven ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
- Demonstrate a high level of accountability, reliability, adaptability, and innovation in accomplishing day to day work and long-term goals.
- An ability to main