Administrative Assistant – Mallard Wealth Advisors (MWA)
Reporting to Derek Kennedy, Senior Wealth Advisor
Objective and Scope
Derek is seeking an Administrative Assistant to provide high-level administrative support and
coordination for his advisory team within the office. This role is responsible for helping manage the day-to-day workflow, prioritizing multiple tasks and projects, and supporting superior client service.
This includes scheduling client meetings, preparing for meetings, including all documentation and
reports and completing timely follow-ups for outstanding tasks.
Responsibilities
- Support the Advisors with client and prospect engagement, including scheduling appointments,
preparing meeting materials, tracking next steps, and completing follow-up.
- Prepare, complete, and process required paperwork and documentation for client transactions,
account updates, transfers, onboarding, and other advisor-directed activities.
- Prepare for client meetings by gathering information, organizing documentation, updating client
files, and ensuring materials are accurate, complete, and ready.
- Monitor incoming requests, identify priorities, and help ensure deadlines and client commitments
are achieved.
- Contribute to a collaborative, positive, and accountable team environment that supports MWA’s
culture and client experience.
Requirements
Education and Experience
• Post-secondary education or continuing professional development, along with administrative
experience.
- Industry experience in financial services, insurance, wealth management, or a related professional
services environment would be beneficial.
- Proficiency with Microsoft Office, including Outlook, Word, and Excel, and CRM’s. Experience with
Salesforce is an asset.
Skills and Competencies
- Strong administrative coordination skills with the ability to manage multiple priorities, deadlines,
and moving pieces.
- Confident, professional, and observant, with the ability to anticipate needs and take initiative
without waiting to be directed.
- Strong problem-solving skills with a solutions-focused mindset and the judgment to know when to
escalate questions or concerns.
- Agile and adaptable, with the ability to shift priorities while maintaining accuracy, professionalism,
and client service standards.
- Highly organized, detail-oriented, and motivated to get things done efficiently and accurately.
- Strong communication skills, both written and verbal, with the ability to interact professionally with
clients, prospects, advisors, and internal team members.
Compensation
Full benefits, RRSP matching, vacation, and parking.
8:30 a.m. to 4:30 p.m., Monday to Friday, with occasional flexibility for events, seminars, or personal
needs. The firm often works until noon on Fridays in the summer
