Help make an excellent advisory practice run exceptionally well
Some roles create value by providing financial advice. Others create it by making sure everything around that advice happens properly.
We are looking for a Client Service Assistant who will play a central role in the day-to-day operation of our wealth-management practice.
This person will be responsible for much of the execution that sits behind a strong client experience: welcoming clients, preparing for meetings, processing routine transactions, maintaining accurate records, coordinating documents, keeping the office organized, supporting compliance requirements and making sure important details do not fall through the cracks.
The role combines client service, administration, operations and office coordination.
As you develop, we expect you to increasingly take ownership of recurring responsibilities, investigate issues independently and ultimately operate on an act-and-report basis for work within your area of responsibility.
This is an ideal opportunity for someone who likes being the person others can rely on to make things happen.
What you'll do
Create an excellent client experience
You will often be one of the first people clients interact with when they contact or visit our office.
You will help ensure that those interactions feel organized, professional and welcoming.
Responsibilities include:
- greeting clients when they arrive and helping them get settled;
- answering incoming telephone calls and directing requests appropriately;
- preparing meeting rooms before client meetings;
- helping coordinate refreshments and food orders;
- supporting client gifts and other client-experience initiatives;
- handling mail, scanning, filing and other office correspondence;
- helping ensure the office is professional and ready for clients each day.
The individual tasks may seem small, but together they have a significant impact on how clients experience our firm.
Support client meetings from start to finish
You will help make sure client meetings are properly prepared and completed.
Using our established workflows, you will:
- complete meeting-preparation steps in Salesforce;
- ensure required documents and information are available;
- prepare and save investment statements;
- complete post-meeting administrative and CRM updates;
- help track outstanding items and next steps;
- ensure information from meetings is accurately reflected in our systems.
The objective is that advisors can focus on the client conversation knowing the preparation and follow-through have been handled properly.
Process routine client transactions
You will be responsible for processing and other routine transactions, including:
- buys and sells within established instructions;
- deposits and withdrawals;
- transfers;
- communication with Head Office regarding processing issues;
- tracking transactions through completion;
- confirming completion with clients.
As you become established in the role, we expect you to solve routine processing issues independently rather than escalating every question.
Maintain accurate client records
Accurate records are critical in wealth management.
You will help maintain client information in Salesforce, including:
- updating existing records;
- creating records for prospective and new clients;
- maintaining required documentation;
- identifying missing information;
- ensuring client records remain accurate and current.
You will also support periodic projects to ensure regulatory and compliance-related information is complete across the client base.
When information is missing, you should increasingly be able to identify the problem, determine what needs to happen and coordinate the resolution.
Keep our office and systems organized
You will help oversee many of the operational details required to keep the practice functioning.
This can include:
- maintaining office supplies;
- coordinating office-service agreements such as printers and cleaning;
- managing office IT asset inventories and planned upgrades;
- maintaining organized Box folders and document structures;
- assisting with annual updates to office templates;
- coordinating invoices for submission through Dext and working with our bookkeeper;
- helping with building-related matters;
- coordinating banking deposits where required;
- supporting general office organization and upkeep.
This role requires someone who notices problems before they need to be pointed out.
Support events, marketing and special projects
You will assist the broader team with:
- planning and organizing client and staff events;
- coordinating approved marketing initiatives;
- supporting marketing-compliance processes;
- assisting with mass client communications;
- special projects across the practice.
The exact projects will change as the business evolves.
Support the Client Service Manager
You will work closely with our Client Service Manager and act as a backup where appropriate.
As you gain experience, you should become someone the team can depend on to understand how our client-service and operational workflows function and help keep them moving when priorities change.
How responsibility grows
Responsibility develops in stages.
When you are new
You will receive direct instruction while learning our systems, standards and workflows. As you become established, we expect you to investigate and propose.
Instead of simply reporting that something went wrong, you should increasingly be able to explain:
“Here is the issue, here is what I found and here is how I think we should resolve it.”
What success looks like
Within your first few months, you understand our core systems, client-service standards, processing workflows and office routines.
Within your first year:
- routine transactions are processed accurately and followed through to completion;
- client records are current and reliable;
- meeting preparation and wrap-up happen consistently;
- tax and document workflows are organized;
- the office is ready for clients without someone needing to continually supervise it;
- recurring operational responsibilities are completed proactively;
- advisors and other team members trust that when something is assigned to you, it will be finished properly.
Longer term, we want you to become one of the people who knows how the practice works and can help improve how it operates.
What we're looking for
The strongest candidate will likely have experience in financial services, wealth management, professional services or another environment where accuracy, client service and confidentiality matter.
Previous wealth-management experience would be particularly valuable, but we are also willing to consider someone with strong transferable skills and the ability to learn quickly.
We are looking for someone who demonstrates:
- exceptional organization and follow-through;
- strong attention to detail;
- professional and warm client communication;
- good judgement;
- comfort managing multiple priorities;
- confidence using technology and learning new systems;
- willingness to investigate problems rather than immediately escalating them;
- discretion when handling confidential client information;
- the ability to work independently while remaining highly collaborative.
Experience with CRM systems, Microsoft 365, document-management platforms or financial-services processing is an asset.
What this role is - and isn't
This is not simply a receptionist position.
It includes front-office responsibilities because providing an excellent client experience matters, but the role extends considerably beyond reception.
You will be trusted with transaction processing, client records, compliance-related projects, document management, meeting workflows, tax-document coordination, office operations and increasingly independent problem-solving.
Career development
There is significant room to develop within the role as your knowledge and judgement increase.
Compensation and benefits
$40,000–$60,000 base salary based on experience and demonstrated capability, plus discretionary bonus, benefits, RRSP matching, and educational support
Our benefits include:
- Life, disability, comprehensive health and dental coverage;
- $1,000 per year of employer contributions toward benefit premiums;
- RRSP matching;
- support for relevant professional development and training.
Why this role matters
Our advisors should not be spending their time wondering whether paperwork was processed, whether a meeting room is ready, whether a document was saved properly, whether a client received confirmation or whether an operational deadline was missed.
Our clients should not have to wonder either.
The Client Service Assistant is one of the people who makes that possible.
If you take pride in being organized, dependable, thoughtful and proactive-and you like being the person who quietly makes an entire team work better-we'd like to hear from you.
How to apply
Please submit your résumé along with a short video explaining what interests you about the opportunity and what you are looking for in the next stage of your career.
Please include your name in the file name so we can match your video to your résumé.
Upload link: https://navigatorhub.app.box.com/f/9e2cbd06b36b45b891c082255405512b
This posting is for an existing vacancy.
About Unified Advisory Group
Unified Advisory Group operates under CI Assante Wealth Management Ltd. and serves families across Canada.
We are building a planning-led advisory practice rather than a transactional financial-services business.
We believe strong advice depends on more than the advisor sitting across the table from the client. It depends on a capable team that thinks critically, prepares thoroughly, catches details, follows through and continuously improves how work gets done.
Our values are:
- Simplification specialists. We make the complex simple.
- Collaborative mindset. We work as a unified team.
- Detail-oriented. We take care of the little things.
- Difference makers. We better the people and communities around us.
- Intentional. We do everything with purpose.
- Curious lifelong learners. We are always looking to learn, grow and teach.
