Administrative Associate (West Oak Family Office)

Administrative Associate

Location: This posting is for an existing vacancy in Wellington-Altus’ Calgary office.

Our organization:

Founded in 2017, Wellington-Altus Private Wealth Inc. (Wellington-Altus) is Canada's top-rated* investment dealer and a subsidiary of Wellington-Altus Financial Inc., one of Canada’s Top Growing Companies**. With more than $55 billion in assets under administration and offices across the country, Wellington-Altus identifies with successful, entrepreneurial advisors, and their high-net-worth clients.

*Investment Executive 2026 Brokerage Report Card.

** Report on Business 2026 rankings.

The opportunity:

As a key member of the West Oak Family Office (West Oak) team, the Administrative Associate participates in a broad range of administrative tasks and operational projects to support the efficient and successful operation of West Oak. This role acts as a resource for Associates and Senior Portfolio Managers in managing client relationships and delivering exceptional investment management and family office services to West Oak’s high and ultra-high-net-worth clients.

Key responsibilities include:

• Acting as a general administrative and operational resource for Associates and Portfolio Managers, completing administrative duties and account-related activities for the team (ex: preparing letters, sending emails, preparing client communications).
• Gaining a comprehensive understanding of the families and client relationships, maintaining awareness of ongoing projects, planning initiatives, and key priorities.
• Demonstrating a proactive, service-oriented mindset by anticipating needs, delivering timely & high-quality results, and independently managing administrative and operational responsibilities to streamline workflows and provide support.
• Preparing, reviewing, and executing the delivery of document packages requiring client signatures, both wet and digital, while proactively monitoring outstanding items, following up as needed, and ensuring all documentation is completed, received, and processed accurately and in a timely manner.
• Preparing and distributing regular and ad hoc reports, ensuring accuracy, completeness, and timely delivery.
• Providing client account information, where requested and approved by an Associate, on the status of a client’s account and provide account balances.
• Maintaining accurate client records, updating the CRM systems and ensuring that all documentation and notes are compliant with industry regulations.
• Assisting Associates in the preparation of client meetings, including of meeting materials, account opening documentation, product research, reports, etc.
• Proactively staying informed and up to date regarding Company policies and procedures and compliance updates.
• Coordinate and track administrative workflows, ensuring account-related tasks, documentation requests, and follow-up items are completed accurately and within required timelines.
• Liaise with internal departments and external service providers to facilitate account administration, documentation processing, and operational requests.
• Ensure the accuracy, completeness, and organization of client data, records, and documentation across all systems and files.
• Handle sensitive client, financial, and firm information with the highest degree of confidentiality, discretion, and professionalism.
• Performing other duties and projects, as assigned

The ideal candidate will possess:

• Bachelor’s degree in business administration, finance, or similar field of study, or equivalent combination of education and experience.
• Minimum of two year’s industry experience, preferably in an administrative or operational capacity.
• Completion of CSC and CPH considered an asset.
• IR licensed or progressing toward licensing considered an asset.
• Insurance license or experience considered an asset.
• Proficiency with the MS Office suite, including Word, Excel, PowerPoint, Teams, and Outlook.
• Demonstrates a high level of accountability, adaptability, and innovation in achieving both day-to-day responsibilities and long-term goals.
• Detail-oriented, with strong analytical and problem-solving skills.
• Excellent attitude and commitment to providing exceptional service.
• Exceptional communication and interpersonal skills across multiple mediums (in-person, phone, virtual) and a high level of professionalism.
• Strong organization skills and demonstrated ability to manage a high volume of competing priorities and prioritize effectively.
• Ability to work independently and as part of a team in a fast-paced, dynamic environment.

Conditions of employment:

• Must be legally eligible to work in Canada.
• A background check, satisfactory to the employer, may be required of the successful applicant prior to commencing employment.

Wellington-Altus Private Wealth is strongly committed to equity and diversity within its community and welcomes applications from women, racialized persons, Indigenous peoples, persons with disabilities, and persons of all sexual orientations and genders. All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply.

If you require accommodation for the recruitment process, please let us know at the point of application.

To apply:

Click the Apply for This Job button to submit your resume, cover letter and salary expectations. You will be contacted if you are selected for an interview. Artificial Intelligence (AI) will be used to screen and assess candidates for this role. More information about working at Wellington-Altus can be found on our website at https://wellington-altus.ca/Careers.