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 98% 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!
The Receptionist / Office Coordinator is responsible for providing a high level of office coordination and administration, serving as the first impression of Nicola Wealth to high-profile clients, staff, and business partners. This role is part of a team of office administration experts dedicated to delivering exceptional service to clients, management, and staff. The Receptionist / Office Coordinator is detail-oriented, service-driven, proactive, and conscientious, and confidently delivers exceptional service both in person and over the phone.
A key project during this contract will be supporting the Head Office facilities move, including decommissioning the current site and coordinating the transition to the new office across the street (e.g., packing, organizing, and disposing of supplies and materials).
This role is fully onsite.
Core Responsibilities:- Welcome staff, clients, and visitors, delivering a high standard of personal interaction and professionalism.
- Maintain an organized and presentable reception area, ensuring a positive first impression.
- Manage a multi-line telephone system, answering and transferring calls professionally.
- Respond to reception inbox requests promptly and professionally.
- Retrieve, sort, and redirect incoming mail and couriers; prepare outgoing mail and couriers.
- Manage boardroom/meeting room schedules, facilitate room setup and takedown, and ensure meeting spaces are presentable.
- Assist with catering requirements for meetings and support special event planning.
- Implement office procedures in line with corporate policies and objectives.
- Apply company policies and procedures to resolve a variety of issues.
- Monitor office supplies, manage inventory, and prepare weekly orders.
- Oversee kitchen maintenance, including weekly coffee/food orders and kitchen supplies.
- Liaise with business suppliers supporting office operations, resolving operational or facility issues as needed.
- Provide administrative and office support in collaboration with teams across the organization.
- Partner with People & Culture to support onboarding of new staff.
- Coordinate and support planning for staff events.
- Act as office representative for Nicola Wealth’s Business Continuity Incident Command Team, First Aid Attendant, and Fire Marshall.
- Participate in other projects or tasks as required.
- Minimum 3 years of administration experience in a professional, entrepreneurial office environment, professional services firm, or hospitality industry, or a combination of education and experience.
- Occupational first aid certification is an asset.
- Advanced knowledge of Office 365 (MS Word, Excel, Outlook, Teams, SharePoint).
- Exceptional organizational, time management, and prioritization skills, with the ability to multi-task and manage competing priorities.
- Strong verbal and written communication skills, with proven ability to communicate effectively at all levels.
- Ability to work independently and manage responsibilities with minimal oversight.
This position comes with a competitive base salary hiring range of $50,000 - $60,000, dependent on experience, skills, qualifications and internal equity.
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. To learn more about our complete package, visit: www.nicolawealth.com/benefits.
This role is a current vacancy within Nicola Wealth.
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!
Skills Required
- Minimum 3 years of administration experience in a professional office environment or hospitality industry
- Occupational first aid certification
- Advanced knowledge of Office 365 including Word, Excel, Outlook, Teams, SharePoint
- Exceptional organizational and time management skills
- Strong verbal and written communication skills
- Ability to work independently with minimal oversight
What We Do
Nicola Wealth is a full-service Wealth Management firm with offices across Canada. More than a financial planning firm, we offer sophisticated financial advice and investment management to affluent families, foundations and institutions across North America
