Program administrator Jobs in Ottawa, ON

Job Type: Full-Time

Vacancy Status: This posting is for an existing vacancy

Target Salary Range: $43,303 - $52,500

The compensation for this position is determined by a combination of skills, experience and is aligned to the market in which the job is posted. Your recruiter will provide additional details about our total rewards package during the hiring process.

Key Responsibilities

Administrative & Advisor Support

• Deliver proactive and responsive administrative support to the Wealth team, including IIROC and MFDA licensed advisors.
• Act as the primary liaison for internal operational queries related to paperwork, account processing, documentation standards, and compliance requirements.
• Maintain advisor files, process account openings, update client information, and prepare internal documents in alignment with compliance and audit standards.
• Ensure client documentation is completed accurately and fully prior to submission to back-office processing teams.
• Track and resolve issues related to rejected or NIGO (not-in-good-order) paperwork, escalating as appropriate.
• Support timely and compliant onboarding of new clients and accounts.
• Monitor team inboxes, ensuring prompt triage, resolution, or escalation of member inquiries.
• Provide anecdotal feedback on operational inefficiencies, member pain points, and opportunities for process refinement to leaders.

Scheduling & Coordination

• Manage and coordinate client meeting schedules, advisor calendars, and team availability across multiple locations, ensuring seamless client and internal engagement.
• Coordinate logistics for in-person and virtual client meetings, including technology setup, room bookings, material preparation, and calendar invitations.
• Support advisors in the follow-up of client meetings with next-step tracking, documentation reminders, and key milestone dates (e.g. renewals, maturities, annual reviews).
• Coordinate onboarding sessions or internal training schedules in collaboration with other departments as needed

Marketing & Business Development Support

• Support the execution of marketing campaigns, referral initiatives, and client appreciation events.
• Track and report on campaign performance metrics (e.g., referrals received, events executed, client engagement levels) using Excel or CRM systems.
• Assist advisors in generating leads through internal referral tracking, coordinating follow-up activity, and documenting outcomes.
• Manage advisor inventory of marketing materials, brochures, and promotional items, and support customization where permitted.
• Partner with corporate marketing to ensure all materials used are brand-aligned and compliant.

Process Management & Workflow Execution

• Own and maintain standardized procedures for submission of account documentation, ensuring adherence to regulatory and internal standards.
• Coordinate with compliance, operations, and advisor support teams to troubleshoot and resolve process issues.
• Develop and maintain tracking systems (e.g., Excel trackers, shared folders, internal checklists) to support visibility into team deliverables and timelines.
• Generate periodic reports (e.g., business tracking, referral activity, pipeline updates) to support advisor planning and leadership insight.
• Participate in system testing, feedback loops, or pilot projects for new technology rollouts as requested.
• Identify recurring process gaps or administrative bottlenecks and escalate to leadership with recommendations.