Executive Assistant to the Vice President

Purpose of the Role:

This is a dynamic and multifaceted role providing high-level executive support to two Executive leaders in our Insurance division, the Vice President, Insurance and the Vice President, Business Succession and Estate Planning. Based in Vancouver with a hybrid work arrangement, this is an exciting opportunity to be part of a growing and collaborative team. The successful candidate will work closely with the Vice Presidents and their leadership team, engage with the Insurance group, collaborate with the Private Wealth leadership team, and build strong relationships with both internal and external stakeholders. 

Core Responsibilities:

• Providing general executive assistance duties including but not limited to: tracking, reading and analyzing all incoming e-mail and correspondence, determination of importance/urgency of request, arranging distribution or drafting responses as required, general gatekeeping, extensive and complex calendar management, travel planning and coordination, preparation and distribution of reports, composing and preparing correspondence that is sometimes complex and/or confidential, conducting research, electronic filing and general office management.
• Proactively manage the Vice Presidents’ calendars, including coordinating schedules for company-related business as well as external boards and other associations, while anticipating and resolving scheduling needs and roadblocks before they arise.
• Coordinate internal meetings by setting up agendas, documenting key discussion points and action items, distributing notes post-meeting, and organizing recurring sessions for seamless team collaboration. 
• Acting as a first point of contact, gatekeeping and problem-solving as appropriate, liaising with company leadership and business contacts.
• Utilize Excel skills to perform accounting function type calculations, and tracking and maintaining various projects and reports.
• Reconciliation, and timely and accurate reporting of expenses.
• Develop and maintain a strong relationship with the Vice Presidents in order to anticipate needs and provide timely, proactive support and regular updates.
• Support Vice Presidents with a variety of communications both internal and external, including managing business social media accounts.
• Develop and maintain a high level of knowledge of the business, planning process, various project timelines and clients in order to prioritize competing needs of the Vice Presidents’ calendar.
• Project coordination of various initiatives involving the Vice Presidents, bringing forward and keeping track of time sensitive action items.
• Support Vice Presidents and leadership team with management of the Insurance team.  
• Create effective and compelling PowerPoint presentations and information packages for the Senior Leadership Team, Nicola Wealth Board and other business meetings as required.

Required Skills & Qualifications:

• A minimum of 5 years of related work experience preferably with exposure to the financial planning and investment services industries.
• Completion of a bachelors degree and financial industry related courses are an asset – CIM, CFP, LLQP, etc.
• Strong business sense.
• Excellent organizational skills and excellent written and oral communication skills.
• Excellent proficiency in Microsoft Office (Outlook, Powerpoint, Word and Excel) and strong understanding of modern tools and technology. 
• Ability to exercise judgement, diplomacy and tact, and display business and political acumen in dealing with varied day-to-day challenges.
• Strong interpersonal and relationship management skills. The ability to work as part of the wider team, as well as individually.
• Client-first mentality. Ability to provide a high-quality client experience with timely and professional responses.
• Effective under pressure, with the ability to multi-task, take initiative and prioritize in a fast-paced environment with multiple competing priorities.
• Ability to work under a high degree of independence with minimal supervision.
• Project coordination skills.
• Excellent attention to detail – has thorough approach to ensure that all details are managed.
• Strong critical thinking, judgement and analytical ability.
• Ability to anticipate and proactively handle situations.
• Experience in a high performing client service capacity.

Compensation & Benefits Package:

This position comes with a base salary range of $65,000 - $80,000 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.