Executive Assistant, Private Wealth

About the Team:

We’re excited to expand our team focused on empowering Canada’s most successful families when it comes to their overall wealth management. We’re committed to delivering a truly bespoke and holistic wealth management experience by cultivating deep, trusting relationships with our clients, ensuring their needs are met with personalized care and attention.

We exist to provide a unique and outstanding client experience, setting ambitious goals to lead the industry. With a unique focus on advanced planning, diversified asset allocation, and supporting the unique and distinct needs of this client segment, we provide our clients with exceptional, high-quality service.

Purpose of the Role:

In this role, reporting into the Head of Business Management, Private Wealth, you’ll provide best-in-class, professional administrative support to our Vice Chair. With your exceptional professionalism, you’ll interact with and engage clients, external vendors, as well as cross-functionally within the organization.

You’ll ensure coordination, organization, and alignment in all areas to ensure excellence in growing and nurturing client relationships, facilitating business development, and managing internal and external communications.

Core Responsibilities:

Executive Support

• Executive Support: Perform comprehensive executive support, including but not limited to: tracking, reviewing, and analyzing all incoming emails and correspondence, determining the importance and urgency of requests, and handling distribution or drafting responses as required. Responsibilities also include general gatekeeping, extensive and complex calendar management, travel planning and coordination, report preparation and distribution, and composing and preparing complex correspondence, all while ensuring a high level of confidentiality.
• Calendar Management: Proactively manage the senior leaders’ schedule, ensuring seamless coordination of meetings with prospective clients, centers of influence (COIs), and internal stakeholders, as well as scheduling external boards and association commitments. Anticipate and resolve scheduling conflicts before they arise.
• Tracking and Reporting: Utilize Excel skills to manage and maintain various reports, such as budget tracking and expenses, ensuring data accuracy and timely updates.
• Expense Management: Handle reconciliation and ensure timely, accurate submission and reporting of expenses, aligning with company policies.
• Anticipatory Support: Build a deep working relationship with the senior leader to anticipate needs, provide proactive support, and regularly update them on important matters.
• Communication Management: Assist with internal and external communications, including managing the senior leaders’ business social media accounts, and drafting and reviewing correspondence.
• Presentation Development: Create compelling and professional PowerPoint presentations and information packages for prospective clients and COIs
• Other relevant and related responsibilities, as assigned and as the needs of the organization change.

Client Experience and Support

• Exceptional Client Service: Correspond with prospects and clients, ensuring a high standard of service, and cultivating relationships through exceptional communication.
• Relationship Management: Act as the first point of contact for both internal and external stakeholders, ensuring excellent communication, gatekeeping, and problem-solving where appropriate. Cultivate and maintain strong relationships with clients, prospects, and business contacts.
• Professional Outreach: Conduct professional, polished email and phone outreach to prospective clients, COIs, and stakeholders.
• Prospect and COI Follow-Up: Collaborate with the Marketing Team to follow up on incoming prospective leads and ensure all outreach is handled promptly and professionally.
• Lead Tracking and Pipeline Management: Create “Lead” records for prospective clients in Salesforce, track the pipeline of prospective clients, and ensure timely follow-up on all opportunities.
• Event Coordination: Liaise with the Marketing Team to coordinate attendance at client events, sponsorships, and other relevant functions. Attend events as needed to support the senior leader and ensure smooth execution.
• Meeting and Event Support: Assist with special event planning, including catering requirements and logistical support for important client meetings and internal events.

Required Skills & Qualifications:

• Client-Centric Focus: Demonstrates an unwavering commitment to delivering superior service to ultra-high-net-worth clients, families, and centers of influence, consistently providing exceptional support. Passionate about providing a high-quality client experience with timely, professional, and thoughtful responses.
• Exceptional Interpersonal Skills: Displays a high degree of professionalism, using outstanding interpersonal abilities to build and maintain strong relationships with clients, prospects, and business stakeholders. Considered a trusted representative of the senior leader.
• Highly Organized: Possesses exceptional organizational skills, with meticulous attention to detail. Ability to manage multiple tasks and competing priorities, such as complex calendars, travel arrangements, and sensitive client information.
• Attention to Detail: Meticulous approach, ensuring all details are managed thoroughly to maintain high standards of accuracy.
• Professional Excellence: Elevated professional presentation and approach. Committed to creating an exceptional environment through mindset, communication and behavior when engaging with clients, prospects and colleagues.
• Judgment & Diplomacy: Strong critical thinking skills with the ability to exercise sound judgment, tact, and diplomacy while demonstrating political and business acumen. Always ensuring privacy and discretion.
• Proactive Problem Solver: Self-directed with high initiative, taking a proactive approach to resolving issues and conflicts in a timely and professional manner, always seeking solutions that align with business objectives.
• Positive Attitude: Thrives in a dynamic, fast-paced environment, maintaining a positive outlook and fostering a culture of optimism and energy.
• Composed Under Pressure: Maintains resilience and composure when faced with high-pressure situations, ensuring smooth operations and client satisfaction.

Additional Skills & Qualifications:

• Experience: Minimum of 5 years of relevant experience client facing experience
• Communication Skills: Excellent written and verbal communication skills, able to convey information clearly and professionally.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel) and a strong grasp of modern technology tools and platforms.
• Continuous Improvement Mindset: Driven by excellence, constantly exploring innovative ways to improve processes. Confident to adapt to evolving business needs and changes.
• Independent Worker: Ability to operate with a high level of independence, requiring minimal supervision. Ability to work collaboratively within a team.
• Education & Credentials: A bachelor’s degree is preferred

Compensation & Benefits Package:

This position comes with a base salary range of $62,500 - $86,000 plus a competitive performance bonus, RRSP contribution and participation in our profit-sharing program. Base salary will be commensurate with experience, skills, and qualifications.

At Nicola Wealth, our people grow our business, delight our clients, and live our values every day. Our comprehensive compensation and benefits package reflects our appreciation for this commitment. Whether it’s participating in our profit sharing and benefit programs on day one, or the opportunity to participate in our share ownership program, our people are able to go beyond a conventional salary and bonus structure. To learn more about our complete package, visit: www.nicolawealth.com/total-rewards.