Administrative Assistant, Wealth Management
Location: Dorval, Montreal, Canada
Work Arrangement: In-Office
Employment Type: Full-time
Manulife Wealth Inc. is a client-focused investment advisory practice serving individuals, families, and businesses across Canada.
The successful candidate will manage key administrative, client-service, account-opening, documentation, and compliance-support workflows. This role is ideal for someone who is comfortable handling confidential information, coordinating multiple deadlines, and working carefully within established policies and procedures.
Key Responsibilities
Client and Advisor Support
- Serve as a primary point of contact for clients and advisors regarding day-to-day administrative requests and inquiries.
- Deliver proactive, professional client service by phone, email, and in person.
- Respond to routine inquiries, resolve administrative issues, and escalate matters appropriately.
- Coordinate and prepare client and prospect meetings, including scheduling, calendar management, agendas, follow-up items, and virtual-meeting logistics.
- Prepare client correspondence, reports, presentation materials, account documentation, and service-request forms for advisor review.
- Support client onboarding, ongoing account maintenance, and routine updates to client records.
- Manage clients’ day-to-day requests and inquiries, including basic money movements (e.g., wires and transfers), technology-related issues, and account openings and updates, ensuring all requests are handled accurately, confidentially, and in a timely manner.
- Build positive and professional relationships with clients while delivering a consistent client experience.
Administration & Operations
- Prepare, review, and track new account applications, investment management agreements, beneficiary designations, privacy consents, disclosure acknowledgments, risk-tolerance/Know Your Client (KYC) questionnaires and many more.
- Prepare transfer authorization forms; liaise with delivering and receiving firms; monitor transfer status; and resolve or escalate incomplete, rejected, or exception-based requests.
- Track outstanding client requirements, including missing signatures, expired identification, pending custodian forms, incomplete transfer documentation, and KYC refreshes.
- Follow up proactively and respectfully with clients, advisors, operations, and compliance teams to ensure documentation is completed within required timelines.
- Identify operational issues, determine appropriate next steps, and escalate matters when necessary.
- Assist with office administration, including mail, supplies, document scanning, record organization, and client-event logistics as needed.
Compliance and Records Management
- Verify KYC and AML/ATF documentation in accordance with firm procedures and applicable CIRO and FINTRAC requirements, including government-issued identification, proof of address, SIN information where required, occupation details, source-of-funds/source-of-wealth notes, and politically exposed person screening where applicable.
- Ensure files are complete and meet firm and regulatory standards before they are submitted for account approval or activation.
- Maintain complete, audit-ready client files in the CRM and electronic filing systems, ensuring documents are properly dated, signed, and stored in accordance with recordkeeping, privacy, and retention requirements.
- Support periodic compliance activities, including static-data updates, documentation reviews, KYC refreshes, and preparation of internal compliance reports.
- Analyze client issues, determine appropriate next steps, and escalate matters when required to ensure effective and timely resolution.
- Help ensure client correspondence and materials use approved content, are accurate, balanced, and non-misleading, and are escalated for review when required.
- Protect the confidentiality and security of client, firm and financial information at all times.
- Stay up to date on industry trends, regulatory requirements, and best practices related to financial advisory services to ensure ongoing compliance and provide high-quality client support.
Qualifications
- Minimum of 2 years of experience in an administrative, client-service, executive-assistant, or operations support role.
- Demonstrated ability to manage sensitive documents, multiple deadlines, and detailed follow-up processes with discretion and accuracy.
- Strong written and verbal communication skills, with a polished, professional, and client-focused approach.
- Exceptional attention to detail, organization, judgment, and ability to identify and escalate issues promptly.
- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Ability to work independently while collaborating effectively with advisors, operations personnel, compliance teams, external custodians, and other internal partners.
- Bilingual proficiency in English and French is required. The successful candidate must be able to communicate clearly and professionally with clients, advisors, custodians, and internal partners in both languages.
Strongly Preferred Assets
- Experience in wealth management, investment advisory, banking, insurance, legal, or another regulated professional-services environment.
- Working knowledge of Canadian investment-account documentation and registered account types, including RRSPs, RRIFs, TFSAs, and LIRAs.
- Familiarity with Know Your Client (KYC), anti-money-laundering/anti-terrorist-financing (AML/ATF), privacy, compliance, and client-recordkeeping processes.
- Experience using customer relationship management (CRM) platforms and document-management systems.
What We Offer
- Competitive salary based on experience and qualifications.
- Paid vacation, personal days, and statutory holidays.
- A collaborative, client-first workplace with meaningful opportunities to develop within wealth management.
- Training on firm systems, processes, compliance requirements, and client-service standards.
Join Our Team
If you take pride in creating calm, confidence, and exceptional service behind every client interaction, we invite you to apply. This is an opportunity to build a meaningful career in wealth management while supporting clients and advisors at important moments in their financial lives. Bring your organization, discretion, and client-first mindset to a collaborative team where your work will make a real difference every day.
