The Quasar Wealth Experience

At Quasar Wealth Management Ltd., we are committed to helping individuals, families, and business owners achieve lasting financial success through personalized advice, thoughtful planning, and exceptional client service.

We are a growing, close knit team that values professionalism, accountability, strong work ethic, and the ability to think ahead. Our environment is fast-paced, collaborative, and client focused, where attention to detail, responsiveness, and initiative make all the difference.

We believe exceptional support goes beyond completing assigned tasks. It means anticipating needs, recognizing challenges before they arise, finding solutions, and taking ownership of responsibilities.

If you are highly organized, resourceful, and enjoy being the person who keeps everything running smoothly behind the scenes, this could be an excellent opportunity for you.

The Opportunity

We are seeking a motivated, detail-oriented, and proactive Administrative Assistant to provide dedicated administrative and operational support to one of our Financial Advisors.

The primary focus of this position will be managing the Advisor's calendar, coordinating client meetings, preparing and processing investment documentation, and ensuring client requests and transactions are handled accurately and efficiently.

Beyond these core responsibilities, we are looking for someone who brings initiative, sound judgment, and strong problem-solving skills to the role.

The ideal candidate will take ownership of their responsibilities, anticipate what needs to be done next, and proactively identify solutions rather than waiting for instructions.

This position plays an important role in delivering an exceptional client experience while supporting the continued growth and efficiency of the Advisor's practice.

Key Responsibilities

Advisor & Administrative Support

- Proactively manage the Advisor's calendar, scheduling client reviews, prospect meetings, follow-ups, and internal appointments.
- Coordinate and confirm client meetings, ensuring efficient use of the Advisor's time.
- Prepare meeting packages, client files, investment reports, and supporting documentation in advance of appointments.
- Track meeting action items, outstanding requests, and follow-up commitments to ensure timely completion.
- Assist with email management, client correspondence, and general administrative inquiries.
- Maintain organized electronic client files, correspondence, and documentation.
- Anticipate upcoming deadlines, scheduling conflicts, and administrative requirements, taking initiative to address them.

Investment & Client Service Administration

- Prepare, review, and process investment-related paperwork for mutual funds, segregated funds, GICs, and other investment products.
- Assist with recent client onboarding, account openings,



transfers, beneficiary updates, and account maintenance requests.
- Track pending applications, investment transfers, and outstanding documentation, following up to ensure timely processing.
- Identify missing information, discrepancies, or potential processing delays and proactively assist in resolving them.
- Maintain accurate client information and documentation in accordance with internal procedures and applicable compliance requirements.
- Communicate professionally with clients, investment companies, carriers, and internal team members regarding administrative requests and transaction updates.
- Respond promptly to client inquiries while maintaining exceptional service standards and confidentiality.

Practice Management & Process Improvement

- Maintain accurate and up-to-date client information, activities, and workflows within the firm's CRM and investment administration systems.
- Assist in managing client review schedules, recurring service activities, and outstanding tasks.
- Monitor pending items and ensure important deadlines and commitments are not overlooked.
- Identify opportunities to streamline administrative processes, improve workflow efficiency, and enhance the overall client experience.
- Take initiative in troubleshooting challenges and recommending practical solutions.
- Collaborate with the broader team to support operational efficiencies and consistent service standards.
- Assist with client appreciation initiatives, marketing activities, and special projects as required.

Qualifications & Experience

Required

- Minimum 2 years of experience in an administrative, client service, or professional office environment.
- Exceptional organizational and time-management skills, with the ability to manage multiple priorities and competing deadlines.
- Strong attention to detail and commitment to accuracy, particularly when handling financial documentation.
- Excellent written and verbal communication skills.
- Strong proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
- Demonstrated ability to work independently, exercise sound judgment, and solve problems proactively.
- Professional, positive, and client-focused approach.
- Ability to handle confidential and sensitive information with discretion and integrity.

Preferred

- Previous experience in financial services, wealth management, investment administration, banking, insurance, or a related professional environment.




- Familiarity with mutual funds, segregated funds, investment accounts, and financial transaction processing.
- Experience using investment administration platforms such as Univeris, WealthServ, or similar systems.
- Experience working with CRM platforms.
- Knowledge of investment industry compliance and documentation requirements.
- Investment industry licensing or education, such as the Canadian Securities Course (CSC) or Investment Funds in Canada (IFC), or a willingness to pursue relevant licensing in the future, would be considered an asset.

Who We're Looking For We are looking for more than someone who can manage a calendar and process paperwork.

The right person will be:

- Proactive & Forward-Thinking: You anticipate needs, recognize potential challenges, and take action before being asked.
- Highly Organized: You can manage a busy calendar, multiple deadlines, and competing priorities without losing sight of the details.
- Resourceful & Solution-Oriented: You are comfortable researching answers, troubleshooting issues, and thinking outside the box to find practical solutions.
- Accountable & Dependable: You take ownership of your work, follow through on commitments, and can be trusted to get things done.
- Detail-Oriented: You understand the importance of accuracy, especially when handling financial transactions and confidential client information.
- Professional & Client-Focused: You communicate with confidence, build positive relationships, and genuinely enjoy helping people.
- Collaborative & Adaptable: You work well with others, embrace change, and contribute positively to a growing team.

Most importantly, you are someone who sees what needs to be done and takes the initiative to make it happen.

What We Offer

- Competitive compensation based on experience
- Extended health care and dental benefits for eligible employees
- Paid time off
- On-site parking
- Professional development and industry learning opportunities
- Supportive, collaborative, and team-oriented work environment
- Opportunity to work directly with a growing financial planning practice

How to Apply If you are an organized, motivated professional who thrives on responsibility, values exceptional client service, and enjoys finding ways to make things run better, we encourage you to apply.

Please submit your resume and a brief cover letter outlining your relevant experience and why you would be a strong fit for this opportunity.

Only candidates selected for an interview will be contacted.

Pay: $20.00-$25.00 per hour

Expected hours: 40.0 per week

Benefits

- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off

Experience:
- Administrative: 2 years (required)

Language:
- English (required)

Work Location: In person

📌 Administrative Assistant (Langley)
🏢 Quasar Wealth Management
📍 Langley