Portfolio Administrator, Private Clients

Leith Wheeler Investment Counsel Ltd. Is an employee-owned firm, headquartered in Vancouver with offices in Calgary and Toronto. We manage over $35 billion of assets on behalf of pension, foundation, corporate, Aboriginal, and individual clients across Canada.

We are seeking a dynamic and proactive administrator to provide operational support to the Private Client team in the Toronto office. This role encompasses account administration, office administration, event planning, and some reception duties. The successful candidate will work closely with Portfolio Managers, Associate/s and Administrators, providing accurate, timely information and service support. This position will appeal to someone who is passionate about client service, zealous in their pursuit of operational efficiency, and a self-starter who enjoys working in a team-based environment.

Diversity and Inclusion:

Diversity is an important value to us. We are committed to providing equal opportunities in employment and to providing a workplace which is free from discrimination and harassment. This means that all job applicants and employees will receive equal treatment regardless of race, color, ethnic or national origins, sex, marital status, disability, age, sexual orientation, religion, or belief.

Responsibility Areas:

• Deliver a consistently positive, professional client experience across all interactions
• Lead and execute account onboarding, transfers, and closures in full compliance with regulatory requirements
• Develop a strong understanding of the firm’s investment products and services
• Process transactional requests and coordinate cash settlements as required
• Proactively investigate and resolve client inquiries in a timely manner
• Produce monthly and quarterly reports and year-end tax reporting packages
• Maintain accurate client records and documentation within the CRM system
• Take full ownership of assigned files, ensuring data integrity, prioritization, and timely progression through workflows
• Coordinate activities with internal teams and external partners; support meeting planning and logistics
• Assist in planning and executing client events one to two times per year
• Manage incoming calls, including answering, screening, and directing as appropriate
• Greet visitors in a professional and welcoming manner
• Maintain office organization and equipment; manage supply inventory and ordering
• Support the team in resolving ad hoc issues and time-sensitive requests as they arise

Qualification and Experience:

• 5 years’ experience working in the investment or financial services industry, with strong, working knowledge of investment account types for private clients (registered and non-registered), estates, trusts, endowments, and foundations
• Completion (or current enrollment) in the Canadian Securities Course
• Experience with Salesforce CRM is an asset
• Intermediate level of proficiency in Excel, Word (version control, document polishing), Outlook, Adobe Acrobat

Professional Competencies:

• Exceptional written and verbal communication skills
• Demonstrated ability to interact with clients
• Exceptional ability to manage multiple tasks and changing priorities
• A dual passion for operational efficiency and client service
• Attention to detail; and an inquisitive mind
• Possess great initiative and problem-solving skills
• Ability to collaborate and thrive independently and in a team-based environment

What We Offer:

• Employee Ownership: As an employee-owned firm, we believe in rewarding those who contribute to our collective success. Team members have the opportunity to become future shareholders and grow alongside the firm.
• Open and Transparent Culture: We value open dialogue, collaboration, and trust. Everyone has a voice, and ideas are encouraged - whether they come from a new hire or a long-time partner.
• Team-Oriented and Supportive Environment: You’ll work closely with experienced professionals who are approachable, respectful, and invested in each other’s success.
• Work-Life Balance: We understand that personal well-being fuels professional excellence. Our flexible, balanced approach enables you to thrive both inside and outside of work.
• Learning and Development: As part of a boutique firm, you’ll gain exposure to multiple facets of the investment business and have the chance to broaden your skills and impact.
• Shared Purpose: Join a firm built on independence, integrity, and long-term relationships where we measure success by the trust we build and the results we deliver for our clients.
• Competitive Compensation Package: Salary range of $65,000 - $70,000 per annum, with flexibility for exceptional candidates with highly relevant experience. Compensation will be commensurate with education, experience, and internal parity; includes RRSP contribution, extended health benefits from day of joining (no waiting period), and three weeks’ vacation, annually.

If this role interests you, please send us your resume at [email protected]