Administrative Assistant-Wealth Management

Wealth Your Way (WYW), is seeking a highly organized, motivated, and client-focused Administrative Assistant to join our growing Wealth Management practice in Uptown Waterloo. This is an exciting opportunity for a detail-oriented professional who thrives in a collaborative, fast-paced environment and takes pride in delivering outstanding client experiences.

What You’ll Be Doing

As an integral member of our Financial Planning team, you will play a key role in supporting daily operations, strengthening client relationships, ensuring regulatory compliance and contributing to the continued growth and success of our practice.

Transactional Support

• Process investment trades, new account applications, transfers, and other client account transactions accurately and efficiently.
• Provide comprehensive administrative and operational support to Financial Planners.
• Reconcile trust accounts and maintain accurate financial and transactional records.
• Ensure timely completion of all documentation, account maintenance, and client service requests.

Client Relationship Management

• Deliver an exceptional client experience by responding professionally and promptly to inquiries and service requests.
• Coordinate and schedule client meetings, annual portfolio reviews, and follow-up appointments.
• Proactively contact clients to arrange annual reviews, obtain outstanding documentation, and support ongoing relationship management.
• Maintain accurate, complete, and up-to-date client records and files.
• Build strong, trusted relationships with clients through consistent communication, professionalism, and attention to detail

Compliance & Operational Excellence

• Ensure all administrative activities and client transactions adhere to applicable regulatory requirements, internal policies, and established compliance protocols.
• Maintain organized, audit-ready client files and documentation.
• Support the Financial Planning team in meeting operational standards and regulatory obligations.
• Identify opportunities to improve administrative processes, enhance efficiencies, and elevate the overall client experience.

Team Collaboration & Practice Growth

• Work collaboratively with Financial Planners and team members to ensure seamless day-to-day office operations.
• Participate in administrative activities and initiatives that support the overall success of the practice.
• Actively promote Wealth Your Way and its financial planning services.
• Foster strong working relationships with internal partners and stakeholders to support client referrals and business growth.
• Contribute to a positive, professional, and high-performing team environment.

Nature and Purpose of Contacts and Relationships:

Internal:

• Establishes and maintains effective communication and cooperation with Aviso Representatives, Sales Development Managers, Regional Offices, Head Office, and other Aviso staff

External:

• Establishes and maintains effective communication and cooperation with credit union members, managers and staff, and suppliers

What we are looking for

• Post-secondary education in business, finance, administration, or a related discipline.
• Minimum of two (2) years of administrative experience in a professional office environment, working with both internal and external stakeholders.
• Mutual Fund Registration in good standing is required.
• General knowledge of investment, financial planning, and insurance industries is considered an asset.

• Must be bondable

Reports to: Financial Planner – Aviso Wealth

Job Type: Regular, Full-time

Work Location: Uptown Waterloo, 168 King St S. Unit 101, Waterloo, ON

The compensation offered to the successful applicant for this role will be determined by the candidate’s relevant skills and experience and internal equity. More information about our total rewards package will be available during the hiring process.

This position is for an existing vacancy within our team.

Why Join Wealth Your Way?

• Competitive Compensation, Incentive Programs and Benefits
• 37.5-hour work week
• Pension Plan
• Core benefits are 100% paid by WYW
• Wellness benefits and resources to help you thrive both at work and at home, including mental health support, fitness programs, wellness breaks, and mindfulness resources
• Paid Vacation and Personal days
• Ongoing learning, training, and development opportunities
• A free banking account and preferred employee rates on lending and investment products
• Recognition and community engagement programs
• Paid volunteer opportunities and community involvement initiatives
• Professional development and certification reimbursement

Wealth Your Way (WYW) is a program provided by Aviso Insurance Inc. offering financial planning, life insurance and investments to members of credit unions and their communities. Trademark(s) of Wealth Your Way are used under license by Aviso Insurance Inc. Mutual funds and other securities are offered through Aviso Welath, a division of Aviso Financial Inc.

WYW strives to be a diverse workplace reflective of the communities that we live in. We are committed to a diverse workforce and invite everyone to apply. WYW makes hiring decisions solely on qualifications, merit, and business needs at the time.

WYW is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, colour, sex, gender, religion, sexual orientation, national origin, disability, pregnancy, or any other protected characteristic as outlined by national, provincial, or municipal laws. This applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, and training.

WYW will provide accommodations for persons with disabilities, where needed, to support their participation in our recruitment process. Please contact Human Resources at [email protected].