Admin Coordinator

Administrative Coordinator

Availability: 40 hours/week (core hours 9:30 AM – 2:30 PM, with flexibility outside these hours)

Work Arrangement: Hybrid (Calgary-based, minimum 3 days in office)

Target Start: August

The Opportunity

Wolfond Financial is hiring an Administrative Coordinator to support advisors within a growing, client-focused wealth management practice.

At Wolfond Financial, our goal is to allow advisors to focus on what they do best building client relationships and providing high-quality advice, by ensuring that administrative operations run smoothly and efficiently. This role is central to that objective.

This position is ideal for someone who is highly organized, detail-oriented, and proactive, with a strong interest in administration, operations, and client service. You will play a key role in managing workflows, maintaining accurate records, and supporting the overall efficiency of the practice.

We are less focused on direct industry experience and more focused on finding someone who is reliable, adaptable, and confident managing multiple priorities with professionalism.

What You’ll Do

As an Administrative Coordinator, you will take ownership of core administrative processes and contribute directly to a seamless client and advisor experience

Client Service & Administration

· Support client onboarding, including document collection and follow-up

· Assist with new account setup and ensure documentation is complete and accurate

· Maintain and update client records within the CRM system

· Handle administrative client service requests in a timely and professional manner

· Coordinate client communications for key milestones and campaigns (e.g., RRSP season, annual reviews)

Meeting & Advisor Support

· Coordinate scheduling of client meetings and manage calendars

· Prepare materials in advance of meetings

· Enter and maintain accurate meeting notes in internal systems

· Provide day-to-day administrative support to advisors to improve operational efficiency

Operations & Processing

· Assist with trade processing and execution support

· Track outstanding documentation and follow up with clients as needed

· Support internal workflows and ensure tasks are completed accurately and on time

· Help maintain organized administrative processes across the practice

What You Bring

· Strong organizational skills and attention to detail

· A proactive, solutions-oriented mindset

· Ability to manage multiple priorities with accuracy and efficiency

· Professional and client-focused communication style

· Reliability, consistency, and strong follow-through

· Comfort learning new systems and processes

What Will Set You Up for Success

· High school diploma required

· 3+ years of experience in an administrative or professional services support role preferred

· Diploma or degree in business, administration, finance, or a related field is an asset

· Strong written and verbal communication skills are essential

Preferred backgrounds include

· Wealth or financial services administration

· Banking or insurance administration

· Legal assistant or professional services support

Why Wolfond Financial?

Wolfond Financial offers a flexible, collaborative environment where your work has a direct impact on both the advisor team and the client experience. This role is ideal for someone who enjoys working behind the scenes, keeping things organized, and helping a professional practice run efficiently. With a hybrid structure, the role provides meaningful work alongside flexibility and balance outside of the office.

How to apply

Email your resume to ***email_hidden***.

In the body of your email, please answer the following question:

· Why does this role interest you?

Please include the word "organized" in the subject line of your application.