Part- Time Administrative Assistant (Financial Services)

The Headhunters Recruitment View all jobs

  • Vancouver, BC
  • Permanent
  • Part-time
  • 2 days ago
We’re looking for a part time Administrative Assistant in the wealth management and financial services industry.Our client is an entrepreneurial financial planning practice based in Vancouver, BC, focused on disciplined planning, education, and thoughtful execution. The firm is intentionally scaling its business and building strong systems to support long term, ethical, and sustainable growth. This is a modern, tech forward environment that values accountability, ownership, and forward thinking. The existing Administrative Assistant will play a key role in supporting operations, client workflows, and regulatory processes within a small, high functioning team.This is a part time, on site opportunity, with the potential to work from home after onboarding and training are completed. The role is offered Monday through Friday within standard office hours, approximately four hours per day. This is not a transitional or short term role, and there is opportunity for long term growth based on performance and interests.Administrative Assistant responsibilities:
  • Coordinate and schedule client meetings and manage the advisor’s calendar
  • Provide administrative and client service support to the advisor
  • Prepare, process, and track mutual fund and seg fund transactions with accuracy and efficiency
  • Assist with insurance applications from submission through to placement
  • Ensure documentation is complete, compliant, and audit ready
  • Respond promptly to compliance requests and maintain regulatory standards
  • Track client account activity and manage day to day administrative workflows
  • Communicate with fund companies, insurers, custodians, and internal stakeholders
  • Maintain accurate client records in CRM systems and document management platforms
  • Organize and maintain digital and physical filing systems using Google Workspace
  • Prepare for and follow up on client meetings and account activity
  • Proactively communicate with clients regarding meetings, trades, account updates, and key milestones
  • Support marketing, educational, and networking initiatives including event coordination and social media support
The successful candidate has:
  • One plus year of experience in a financial advisory, insurance, mutual fund, or investment office
  • Two to five years of administrative experience in a professional office environment
  • Post secondary education in finance, accounting, business, or a related field, or equivalent work experience
  • Hands on experience with mutual fund, seg fund, or insurance processing
  • Familiarity with registered and non registered accounts
  • Intermediate to advanced proficiency with Google Workspace and CRM systems
  • Strong attention to detail with a high level of accuracy and follow through
  • Comfort working in a regulated environment with confidential financial information
Compensation and benefits:
  • The discussed hourly range is $23- $28 per hour, depending on experience
  • Flexible part time schedule within standard office hours
  • Opportunity to grow into an Office Manager or client facing role over time
Candidates must be legally authorized to work in Canada. Only candidates selected to move forward in the hiring process will be contacted.

The Headhunters Recruitment