Administrative Assistant

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