Wealth Management Administrative Associate

About the Role

Join the Manulife Wealth team and play a key role in supporting advisors through client service, account management, and administrative excellence. If you are detail-oriented, highly organized, and thrive in a fast-paced financial services environment, we want to hear from you.

Key Accountabilities

Client Support

• Act as the first point of contact for clients, answering questions and addressing service needs
• Assist with account maintenance: updating client information, processing requests, executing transactions
• Schedule and coordinate client meetings, preparing necessary documentation and reports
• Respond promptly to client inquiries via phone, email, or in-person

Administrative Tasks

• Manage the advisor's calendar including client appointments and conference calls
• Handle and prioritize incoming correspondence, distributing to appropriate team members
• Maintain accurate client records in CRM systems in compliance with regulatory requirements
• Prepare client reports, statements, and presentations for meetings

Compliance & Documentation

• Ensure all documentation is properly filled out, signed, and filed to regulatory standards
• Stay updated on regulatory changes and work with compliance to ensure adherence
• Assist in preparing for audits and regulatory reviews

Account Management

• Process account openings, transfers, NAAFs, and updates
• Handle trade order submissions under the direction of the Investment Advisor
• Monitor account activities for timely and accurate execution (EFT, cheque requests, PAC/SWP setup)
• In-kind and in-cash transfers; add client banking information to systems

Financial Planning Support

• Support the advisor in developing financial plans, portfolio reviews, and investment proposals
• Gather and organize financial data and research for advisor review
• Prepare investment reports and analysis for clients

Office & Operational Support

• Maintain daily filing, shred personal information, send branch correspondence
• Track and maintain petty cash; process bank deposits
• Oversee office inventory, supplies, and mail/courier distribution
• Schedule and coordinate Lunch & Learns for the branch

Qualifications & Requirements

Education & Licensing

• Undergraduate degree strongly preferred
• Completion of Canadian Securities Course (CSC) and Conduct & Practices Handbook (CPH) — required
• Current registration as an Investment Representative (IR) is an asset
• Minimum 1.5–3 years of experience in a similar financial services role

Skills & Competencies

• Expert proficiency in Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint)
• CRM / Salesforce and Power BI experience is an asset
• Strong knowledge of investment products, compliance rules, and trade processing
• Exceptional organizational and time management skills
• Excellent verbal and written communication skills
• Discretion and integrity when handling sensitive client information
• Proven ability to work collaboratively in a team environment
• Familiar with Fidelity Clearing Canada – Unified, U-Direct, U-Open, etc.