Executive Assistant, Private Capital

About Nicola Wealth:

We have a lot to be proud of at Nicola Wealth. Our sophisticated financial planning, our diversified private investment funds and their exceptional performance, our 99% client retention rate and our award-winning culture, combine to position us as a national leader in wealth management. Recognized as a Best Managed Company and one of Canada’s Top Employers, we are dedicated to upholding our firm’s values through this phase of significant growth.

By bringing together smart, dedicated and supportive colleagues from diverse backgrounds, we deliver extraordinary client service in a values-driven work environment. The collaboration, creativity and entrepreneurial spirit we were founded on provides the opportunity for you to make a real impact and build a rewarding career. We are passionate about our business, our culture and investing deeply in your growth and development to build for the future. If you have this same drive, then let’s talk!

Purpose of the Role::

The Executive Assistant, Private Capital will be the primary administrative support for the Head of Private Capital and provide other support to the management and operational needs of the team. This role is crucial in ensuring the Head of Private Capital's activities are efficiently organized, contributing to the smooth functioning of the division and enhancing communication with internal and external stakeholders. The Executive Assistant is expected to proactively handle various administrative tasks, anticipate potential issues, and provide exceptional client service.

Core Responsibilities:

• Calendar Management: Proactively and accurately manage the Head of Private Capital’s schedule, ensuring seamless coordination and attendance of meetings and events with external partners and internal stakeholders. Anticipate and resolve scheduling conflicts before they arise. Support other senior Private Capital team members as required.
• Meeting and Event Management: Coordinating with relevant parties, taking full responsibility for planning, material distribution, logistics, including any catering requirements for Monthly Team Meetings, Leadership Team Meetings, Investment Committee Meetings, and Offsites.
• Travel Arrangements: Manage travel arrangements for the Head of Private Capital including flight, hotel and transfer bookings as required for meetings, conferences and events.
• Expense and Invoice Management: Handle reconciliation and ensure timely, accurate submission and reporting of expenses, aligning with company policies for Head of Private Capital and other senior team members where required.
• Communications and Media: Act as key coordinator for both internal and external communications and social media, ensuring high attention to detail and problem-solving where appropriate (e.g. new joiner posts on LinkedIn, Rob’s podcasts, etc.)
• Minute Taking: Accurately record minutes for meetings, ensuring that all key points, decisions, and action items are documented and distributed to relevant stakeholders in a timely manner.
• Anticipatory Support: Build a deep working relationship with the senior leader to anticipate needs, provide proactive support, and regularly update them on important matters.
• Exceptional Client Service: Correspond with prospective and current external partners, ensuring a high standard of service and professionalism, and cultivating strong relationships through exceptional communication.
• Reporting and Presentations: Utilize MS Office skills to manage and maintain various reports and presentations, such as board reports and budget and expense tracking, ensuring data accuracy and timely updates.
• Other relevant and related responsibilities, as assigned and as the needs of the organization change.
  
  

Core Competencies:

• Highly Organized: Possesses exceptional organizational skills, with the ability to manage multiple tasks and competing priorities, such as complex calendars and travel arrangements.
• Attention to Detail: Meticulous approach, ensuring all details are managed thoroughly to maintain high standards of accuracy.
• 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.
• Exceptional Interpersonal Skills: Displays a high degree of professionalism, using interpersonal abilities to build and maintain strong relationships with Senior leaders, partners, and internal stakeholders. Considered a trusted representative of the team.
• 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 when handling sensitive information.
• Client-Centric Focus: Demonstrates an unwavering commitment to delivering superior service and consistently providing exceptional support. Passionate about providing timely, professional, and thoughtful responses.
• 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.
  
  

Measures of Success:

• Seamless Executive Support: Successfully manage complex calendars, travel logistics, and meeting arrangements for Head of Private Capital, ensuring all travel plans, meetings and schedule changes are executed without disruption or error over each quarter.
• High-Precision Outputs: Produce and review documents, presentations, and reports without error, reflecting meticulous attention to detail and adherence to confidentiality requirements.
• Rapid Problem Resolution: Proactively identify and resolve administrative challenges or conflicts within 1 business day demonstrating initiative and sound judgment.
• Client-Centric Service Delivery: Maintain a track record of responding to requests from senior leaders, partners and internal stakeholders within 4 business hours on average, demonstrating professionalism, discretion, and a positive, solutions-oriented attitude. Accretive to the reputation of NW Private Capital.
  
  

Experience & Qualifications:

• Experience: Minimum of 7 years of relevant experience within professional/financial services.
• 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.
• Independent Worker: Ability to operate with a high level of independence, requiring minimal supervision. Ability to work collaboratively within a team.
  
  

Compensation & Benefits Package:

This position comes with a base salary range of $72,000 - $82,000 plus a competitive performance bonus and participation in our Asset Management 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.

Please include both a cover letter and resume in support of your application. We are an inclusive, equal opportunity employer. For more information about this and other roles: www.nicolawealth.com/careers.

It is our priority to remove barriers to provide equal access to employment. Should you require reasonable accommodation during the recruitment process please contact us at [email protected] and we will work with you to meet your needs. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Nicola Wealth policies.

Thank you for your interest in a career with Nicola Wealth!