Executive Assistant & Business Coordinator, Private Client Services

Location: Vancouver, BC - in office

Reports to: SVP, Head of Private Client Services

Term: One-year contract, with an option to extend, subject to review

Annual salary: $75,000–$80,000 CAD

The Opportunity

Bring your organization, curiosity, and follow-through to a role that combines executive support with meaningful business coordination. Working closely with the Head of Private Client Services, you will support oversight and execution across a broad portfolio encompassing advisor experience, recruiting and onboarding, insurance and wealth services, marketing coordination, and business improvement initiatives. You will help connect priorities across teams, keep projects and commitments moving, and provide clear updates that support informed decisions. If you enjoy building relationships, bringing structure to busy days, and seeing work through to completion, we would welcome the opportunity to hear from you.

What You’ll Do

• Manage calendars, meetings, travel, and expenses; prepare agendas, presentations, and correspondence, and coordinate follow-up.
• Draft contracts and related documents using approved templates and authorized terms; coordinate reviews, approvals, signatures, and secure filing.
• Keep customer relationship management (CRM) records current and coordinate recruiting meetings, pipeline updates, and next steps.
• Coordinate advisor onboarding with internal partners, tracking documentation, milestones, and outstanding requirements.
• Help the Head of Private Client Services and the CFO&COO maintain visibility across their areas of responsibility by coordinating cross-team priorities, maintaining project plans and action logs, following up on deadlines, and flagging issues requiring attention.
• Track key performance indicators (KPIs) and prepare clear, accurate dashboards and leadership updates.
• Support Vancouver marketing activities, advisor communications, materials, and event coordination in partnership with Marketing.

What You’ll Bring

• Experience in executive assistance, business coordination, project administration, or a related role.
• Strong organization, attention to detail, and the ability to balance priorities and follow through on commitments.
• Clear written and verbal communication, a collaborative approach, and discretion with confidential information.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint, and comfort maintaining CRM records, spreadsheets, and reports.
• Financial services experience and familiarity with contract preparation or advisor onboarding are helpful, but not essential.

Why Consider This Role?

This position offers direct collaboration with senior leadership and the opportunity to contribute across the Private Client Services business and business operation - from advisor experience and growth initiatives to insurance and wealth services, marketing coordination, and business improvements. The annual salary range is $75,000–$80,000 CAD. The role is based in Vancouver and requires working in the office.

We welcome applications from people of all genders and backgrounds and value the different experiences and perspectives each person brings. If this opportunity interests you but your experience does not match every qualification, we still encourage you to apply and share how your skills could contribute.

How to Apply

Please submit your CV and a brief cover letter of no more than one page through the application site. Use your cover letter to tell us what interests you about this opportunity and how your experience or transferable skills would help you support a senior leader across a broad business portfolio. Rather than repeating your CV, please address the following:

• Your interest in the role: What appeals to you about combining executive support with business coordination across several areas of Private Client Services?
• A practical example: Describe a time you managed competing priorities, coordinated work across teams, or kept a project on track. Explain your approach and the outcome, without sharing confidential information.
• Relevant skills: Highlight experience with executive support, document or contract preparation, CRM maintenance, onboarding, or reporting. Focus on your strongest connections to the role; experience in every area is not required.
• Your availability: Indicate your potential start date and confirm your ability to work in our Vancouver office four days per week.