Position Overview

The Porter Zylstra Wealth Management Group is seeking a highly organized, technology-focused Assistant to support our advisors and client service team. The successful candidate will help ensure a high standard of client service and the effective day-to-day functioning of the practice through accurate, timely and proactive administrative support. This role is well suited to someone who takes ownership, enjoys improving processes and can confidently manage detailed work across multiple priorities.

This is an existing vacancy.

Duties and Responsibilities

Administrative & Advisor Support

• Provide comprehensive administrative support to the Investment Advisors and broader team, helping to keep priorities, documentation and follow-ups organized.


• Prepare and process account-opening, maintenance and transfer documentation; review submissions for completeness, accuracy and required approvals.


• Prepare client meeting materials, review packages, presentations, correspondence and reports, and coordinate pre- and post-meeting follow-up.


• Maintain orderly electronic client records, team files, task lists, calendars and recurring workflow checklists.


• Monitor outstanding items, follow up with clients and internal partners, and elevate time-sensitive or complex matters appropriately.


• Support general office administration, expense tracking, mail, scanning, filing and other duties as required.

Client Service

• Provide professional,
  
  
  
  friendly and responsive service by telephone and email to clients, colleagues and external partners.


• Respond to routine requests, investigate account-related inquiries and coordinate resolution with the appropriate team member or internal department.


• Request and track client information and documentation required to open accounts and keep client records current.


• Support accurate and timely communication so clients are kept informed of outstanding requirements and next steps.

Technology & Process Improvemen t

• Use Salesforce as a core tool to maintain accurate client and prospect records, document interactions, manage tasks and support consistent team workflows.


• Work confidently in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint and OneDrive.


• Learn and use firm-specific account, document-management and reporting systems, while following privacy, cybersecurity and recordkeeping requirements.


• Identify practical opportunities to improve templates, checklists, data quality and administrative processes through technology and automation.

Risk Management & Compliance

• Follow professional standards,
  
  
  
  internal policies, privacy requirements and established supervisory controls.


• Help maintain complete, accurate and audit-ready records, including account documentation and evidence of follow-up.

Qualifications

• Exceptional organization and meticulous attention to detail, with a strong commitment to accuracy and follow-through.


• Strong administrative skills and the ability to prioritize, manage multiple deadlines and keep others informed of progress.


• Comfort with technology and demonstrated ability to learn new systems quickly; experience with Salesforce or another CRM is strongly preferred.


• Proficiency with Microsoft Office and Microsoft 365 applications, particularly Outlook, Word, Excel, PowerPoint and Teams.


• Skilled verbal and written communication skills and a client-first service mindset.


• Ability to work collaboratively in a team environment while taking initiative and completing assigned work independently.


• Experience in wealth management, financial services or another regulated professional-services environment is an asset.


• Understanding of investment-industry terminology, documentation and compliance requirements is an asset.

Education

• Post-secondary education in business, finance, administration or a related field is preferred.


• Current CIRO registration or willing to become licensed is an asset.