Administration Assistant, Private Wealth

BMO•Toronto, ON

6d•CA$33,600 - CA$50,900•Onsite

About The Position

The Client Service Assistant role sits within Nesbitt Burns, the full‑service investment advisory platform within Private Wealth, supporting high‑net‑worth clients through personalized advice and long‑term relationships. The Client Service Associate role supports a large advisory team consisting of two Investment Advisors (IAs, five Investment Associates and three Client Service Associates (CSA). This role is integral to the day-to-day operations of the advisory practice and is focused on delivering exceptional client experiences while supporting the achievement of business objectives. This is an administrative-focused role committed to managing and growing client relationships through high quality service delivery, attention to detail and proactive support.

Requirements

Typically between 1 – 2 years of relevant experience and post-secondary degree in related field of study desirable or an equivalent combination of education and experience.
Knowledge of wealth management company and branch operations (e.g. client services, trust services, account transfers, etc.) is an asset
Knowledge of operational aspects of traditional (stocks, bonds, money market, mutual funds) and non traditional (managed and fee based) products is an asset
Familiarity with technology applications and software used in the financial planning and investment industry.
Must meet the Investment Representative licensing with CIRO and certification requirements for the branch / jurisdiction where the mandate is being fulfilled within 12 months of start date.
Basic specialized knowledge.
Verbal & written communication skills - Good.
Organization skills - Good.
Collaboration & team skills - Good.
Analytical and problem solving skills - Good.

Responsibilities

Provide proactive administrative support including calendar management, meeting coordination, travel arrangements, expense reporting, and preparation of correspondence and materials.
Act as a key point of contact for internal and external stakeholders, prioritizing communications and handling sensitive matters with professionalism and confidentiality.
Prepare agendas, presentations, reports, and briefing materials; track action items and follow up as required to ensure timely execution.
Coordinate logistics for meetings, town halls, training sessions, and events (virtual and in‑person), including room bookings, materials, technology, and attendee communications.
Support workflow management by organizing documents, maintaining records, and ensuring information is accurate, current, and accessible.
Liaise with branch operations, advisory teams, HR, Compliance, Technology, and other internal partners to support business priorities and initiatives.
Handle highly sensitive and confidential information with discretion, in alignment with BMO policies, privacy standards, and regulatory requirements.
Ensure administrative processes and documentation adhere to internal guidelines and risk management standards.
Anticipate executive needs, proactively resolving administrative issues and improving processes to enhance efficiency and effectiveness
Contribute to a collaborative team environment.
Leads the planning, coordinating and implementation of events.
Manages and monitors calendars and upcoming events.
Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation.
Supports the coordination and implementation of department events.
Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
Prepares and logs departmental expense claims and reports.
Tracks expenses to ensure they stay within budget.
Makes travel arrangements, booking flight/hotel reservations as needed.
Collaborates with internal and external stakeholders in order to deliver on business objectives.