Wealth Operations Specialist

Maximizer Services Inc.•Vancouver, BC

7d•CA$75,000 - CA$90,000•Remote

About The Position

This role is designed for individuals with experience as an executive assistant, administrative assistant, or a key support role for a financial advisor, wealth manager, or insurance advisor. The position involves understanding and codifying the operational workflows of an advisory practice, including client onboarding, account opening, KYC processes, compliance checks, and document management. The goal is to translate this industry knowledge into software solutions, specifically a CRM and AI operating system for wealth management, to help scale these operations for thousands of practices. While a software background is not required, deep industry knowledge and a systematic approach are essential. The company will provide training on the technical aspects.

Requirements

5+ years of experience supporting financial advisors, wealth management teams, or investment practices (e.g., administrative assistant, executive assistant, wealth administrator, client service associate, practice manager, operations manager).
Deep, current knowledge of Canadian wealth management operations, including account opening, KYC and refresh obligations, review cadences, e-signature and document collection, and associated compliance work.
Working familiarity with practice management systems such as CRMs, custodial and portfolio management platforms, back-office and wealth platforms (e.g., NDEX), and document/task management tools.
A strong aptitude for software and systems; ability to learn new systems, build templates, and guide others.
The ability to explain processes precisely and clearly for individuals new to the industry.

Nice To Haves

Insurance-side operations experience, including provincial licensing and compliance, carrier and MGA processes, and needs-analysis workflows.

Responsibilities

Codify industry knowledge by mapping end-to-end workflows of an advisory practice, including client onboarding, account opening, KYC and refresh cycles, review cadences, meeting preparation, document collection, and compliance checks.
Identify repetitive, manual tasks within an administrator's week and prioritize them for automation.
Create clear specifications for the product team, including workflow templates, automations, and AI agents.
Configure workflows, templates, and automations directly within the Maximizer system.
Write prompts, instructions, and process definitions for AI agents and validate their output.
Test shipped products from the perspective of a real practice and provide feedback on usability.
Conduct discovery sessions with advisors, administrators, and head-office operations teams to gather insights.
Serve as an internal authority on Canadian advisory practice operations, including forms, regulators, custodial systems, and administrative tools.
Assist the Product team in prioritizing development based on customer value and operational impact.