Administrative Assistant I - 57506

We are looking for a proactive and professional Administrative Assistant I to join our Private Wealth Management (PWM) team in Courtenay. In this role, you will be the primary point of contact for high-net-worth clients, providing dedicated support to one or more Investment Advisors. This is a premier "foot in the door" opportunity for someone looking to build a long-term career in wealth management, offering deep exposure to holistic financial planning and customized wealth solutions.

Work Location: 100% Onsite – Courtenay, BC.
Duration: ASAP – End of August (Potential for extension and permanent conversion).
Schedule: Monday to Friday, 8:00 AM – 4:00 PM.
Start Date: ASAP.


As an Administrative Assistant, you are responsible for managing non-advice activities and providing high-level workplace support for a small, collaborative team. You will handle sensitive client inquiries, manage complex scheduling, and prepare essential documentation for client reviews. Given the high-net-worth nature of our clientele, a superior level of phone etiquette, discretion, and professionalism is required. This role requires the ability to work independently under virtual management while remaining a highly engaged member of the local office.

Advantages
Career Growth: Significant potential for this contract to turn into a long-term, permanent career within the organization.

Strategic Exposure: Gain deep insight into Private Wealth Management and high-level financial planning.

Supportive Environment: Work within a tight-knit team of four that values innovation, quality, and teamwork.

Comprehensive Training: Benefit from a structured 4-week onsite training period to ensure your success.

Professional Networking: Build relationships with Investment Advisors and partners across the Wealth Management spectrum.

Responsibilities
Client Engagement & Service

Primary Contact: Act as the first point of contact for clients via phone and email, providing guidance on products and services based on bank guidelines.

Appointment Management: Coordinate and book client appointments, ensuring advisors’ calendars are optimized.

Gold Standard Service: Deliver a "legendary" client experience by responding to requests with speed, accuracy, and empathy.

Operational & Advisor Support

Meeting Preparation: Prepare documentation and provide updates to Investment Advisors in preparation for client meetings and Annual Client Reviews.

Request Management: Manage and prioritize various requests from Investment Advisors to ensure business continuity.

Meeting Facilitation: Facilitate team meetings and provide detailed recaps to ensure all action items are tracked and completed.

Reporting: Create and maintain reports for the analysis of client accounts, including tracking Dividends, RSPs, and RIFs.

Compliance & Marketing

Documentation Standards: Maintain strict adherence to compliance requirements (PIA policies) for all new and existing account documentation.

Marketing Support: Review newly posted marketing content for client relevance and submit pieces for approval to compile professional client information packages.

Confidentiality: Ensure all client information is kept organized and strictly confidential at all times.

Qualifications
Mandatory Requirements

Professionalism: Exceptional phone etiquette and the ability to interact professionally with high-net-worth clientele.

Communication: Strong verbal and written communication skills with the ability to retain and relay complex information.

Technical Skills: Proficiency in standard office software and the ability to learn new internal banking systems quickly.

Organizational Skills: Proven ability to manage competing priorities and meet strict Service Level Agreements (SLAs).

Experience: 1–2 years of relevant administrative or customer service experience (Junior candidates with a strong desire to learn are encouraged to apply).

Work Style: Ability to work with minimal supervision and problem-solve using available tools and resources.

Preferred Qualifications

Education: Undergraduate Degree or Community College Diploma is an asset.

Certifications: Completion of the Canadian Securities Course (CSC) is highly desirable.

Industry Experience: Previous experience in banking or wealth management.

Summary
If you are a detail-oriented individual with strong communication and problem-solving skills, and are interested in a long-term career opportunity in a positive team environment, we encourage you to apply!

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.