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Administrative Assistant
3 months ago
Administrative Assistant
Location: This position will be located in our Toronto office (10 Alcorn - Rosedale Office).
Note : This role is located in-person, 5 days per week, at the Wellington-Altus Rosedale 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 $30 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 Team:
The Rosedale Family Office is looking for a dynamic, team-oriented, and motivated Administrative Assistant to join our practice. Reporting directly to the Chief Operating Officer of the Rosedale Office, and additionally supporting the Rosedale Family Office leadership team, the Administrative Assistant will assist with a broad range of administrative and operational duties to proactively support the efficient and successful daily operations of the team.
The Rosedale Family Office is a fast-growing, high-performing team that provides exciting opportunities to work with and learn about different sectors of wealth management. The team thrives by operating within a relationship-driven environment with an emphasis on being supportive and collaborative with team members and clients alike.
Please be sure to submit a copy of your resume when applying for this position.
Role Description:
The Administrative Assistant is accountable for managing all administrative aspects of the branch operations effectively. This includes the provision of operational and administrative support to the branch and investment advisors. Consistent demonstration of exceptional internal and external client service, and adherence to compliance and audit requirements.
The Administrative Assistant will leverage their strong organizational skills, attention to detail, and excellent communication skills to provide direct administrative support to the Chief Operating Officer of the Rosedale Office and act as a resource person for the Rosedale Family Office leadership team.
Key responsibilities include:
Providing confidential and executive administrative support to the Chief Operating Officer of the Rosedale Family Office in addition to other members of the leadership team, while ensuring comprehensive administrative management functions are maintained. Preparing correspondence and various documents such as reports, presentations, meeting agendas, and minutes. Overseeing and manage day to day branch operations and administration, including maintenance of office equipment and supplies, and coordination of office functions and events. Organizing and coordinating information, workflow, and other office activities; creating new or improve existing processes and procedures to ensure administrative effectiveness. Serving as the focal point of contact between the Rosedale Family Office leadership team, as well as a key contact for other stakeholders to ensure seamless coordination of activities. Arranging and preparing for meetings by scheduling, assisting members of the leadership with accessing information, and ensuring proper documentation for meetings, while proactively following up on action items. Proactively staying informed and up to date regarding company policies and procedures and compliance updates. Completing weekly bookkeeping tasks and monthly reporting to Chief Operating Officer and Rosedale Family Office leadership team. Acting as a general administrative and operational resource for Associates and Advisors (ex: printing statements, tax slips). Completing a variety of administrative tasks related to account management such as preparing DocuSign information. Preparing daily reports for the Investment Associates and Investment Advisors. Performing other duties as assigned.The ideal candidate will possess:
Post-secondary education with a diploma or degree in Business Administration, Finance, or similar field of study. Minimum of 1 year of industry experience, preferably in an administrative or operational capacity. Experience in the wealth management or other regulated industry is a strong asset. The successful completion of the Canadian Securities Course (CSC) and the Conduct & Practices Handbook (CPH) is considered an asset. Proficiency in QuickBooks, Croesus, and Salesforce is an asset. High level of proficiency in Microsoft Office suite, including Word, Excel, PowerPoint, Teams, and Outlook. Demonstrate a high level of accountability, reliability, adaptability, and innovation in accomplishing day to day work and long-term goals. Strong organizational and administrative skills with the ability to proactively organize and manage a high volume of time-sensitive and confidential work. Exceptional attention to detail to ensure financial and regulatory requirements are always adhered to. An excellent attitude and a commitment to providing extraordinary service.A high tolerance for ambiguity; highly adaptive and able to manage a large volume of competing priorities.
An ability to maintain the highest levels of confidentiality. Strong critical thinking, interpersonal skills, and written and verbal communication skills. A reliable, consistent work ethic.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:
