Service
Our commitment to exceptional client service shapes every interaction and helps us build lasting relationships.

Growth
We grow by expanding our knowledge, business, strengthening relationships, and delivering consistent value.

Compliance
We maintain the highest ethical standards and adhere to all regulations, ensuring trust and transparency.

Sustainability
We prioritize long-term solutions that balance financial wellness and social responsibility.

The Financial Services Administrator supports the full lifecycle of the client relationship; from onboarding, through every transaction, compliance requirement, and review.

You work directly with our principal, our advisors, and with our clients, and you are trusted with files that represent meaningful life decisions: retirement savings, risk planning, estate planning, corporate needs, group benefits, and group savings. The position reports to the management team and works closely with the firm's licensed advisors and the Executive Assistant.

The administrator's week is structured around the client case lifecycle. Most client meetings moves through five stages, and you own every one of them. The day-to-day is a blend of structured, recurring work and problem-solving.

1) Pre-Meeting Preparation

• Update client holdings, beneficiaries, and KYC info in the CRM.

• Pre-populate necessary signature forms and flag file issues.

• Brief the advisor on file status prior to the meeting.

• Prepare portfolio reviews and calculate performance data.

• Assist with compiling fund research and organize presentation options.

2) In-Meeting Support

• Attend client meetings alongside the advisor.

• Take detailed, real-time notes on decisions and commitments.

• Track emerging action items for compliance and follow-up records.

3) Post-Meeting Follow-Up

• Draft clear, professional summary emails within service standards.

• Detail discussion points, decisions, and next steps for both parties.

4) File Management & Compliance

• Organize and maintain complete, audit-ready client documentation.

• Ensure all files are defensible for carriers and regulators.

5) Daily Operations

• Process approved transactions and submit applications.

• Send, track, and reconcile signature forms.

• Coordinate with carriers and monitor asset transfers to settlement.

• Close, archive, or flag files for ongoing review.

• Provide timely status updates to clients and advisors.

What We Are Looking For

• Active or in-progress LLQP (Life License Qualification Program), or Accident & Sickness certification.

• Active or in-progress Canadian Securities Course, Investment Funds in Canada, or registration as a mutual fund Dealing Representative.

• A post-secondary degree, or an equivalent combination of education and directly relevant experience.

• Two or more years of experience in a financial services administrative role, or equivalent experience in a setting with comparable demands for accuracy, confidentiality, and regulatory awareness.

• A strong working command of Microsoft Excel.

• Demonstrable writing ability, clear, professional, and appropriate to a financial services setting.

• Ability to work from our Kitchener, Ontario office full-time.

Preferred But Not Required

• Familiarity with CIRO-regulated dealer operations or managing general agency (MGA) workflows.

• Experience with a financial services practice management system such as Salesforce, Conquest Financial Planning, or an equivalent platform.

• Progress toward or completion of QAFP, CFP, or CLU.

• Bilingualism in English and French.

• Hands-on experience with income modelling, retirement planning software, or portfolio analysis tools.

The salary range for this position is between $45,000 to $60,000 CAD per year. Increases are tied to performance, to continuing education, and to progression through licensing. We are hiring for the long term, and we will pay appropriately for the capability that develops over time.

The regular schedule is 37.5 hours per week, Monday to Friday, between 8:30 a.m. and 4:30 p.m. Eastern. The position is based out of our Kitchener office.

We offer a comprehensive employer-paid benefits plan that includes extended health, dental, vision, and paramedical coverage, alongside life and disability insurance.

We also offer a competitive Group Savings Plan, Employer sponsored Deferred Profit Sharing Plan and paid time off.

The process moves through the following stages. At each stage we will communicate the outcome within 5 business days, whether we are asking you to continue.

• Resume review: Initial screening of applications against the criteria above.

• Formal application: Shortlisted candidates are invited to complete our application form.

• Virtual conversation: A 30-minute introductory conversation with a hiring manager.

• Aptitude assessment: A 30-minute proctored assessment covering the core skills of the role.

• Second interview: A deeper conversation, in-person with our CEO & CFO.

• Final conversation: An in-person visit to our Kitchener office and introductions to the team.

References and offer
Reference and background checks, followed by a written offer.