We are seeking a senior-level partner to support the Managing Partner of a Toronto-based wealth management and insurance advisory firm. The firm serves high-net-worth individuals across Canada and manages a multi-province real estate portfolio.
This is a high-accountability role for someone who is operationally strong and comfortable holding vendors accountable. They are currently preparing for a practice acquisition that will increase their policy volume by approximately 40%, so we need someone ready to build systems that scale.
The 90-Day Roadmap (Phased Onboarding)
We believe in setting you up for success. Your responsibilities will be layered over your first three months:
Phase 1: Executive & Admin Support (Weeks 14)
- Calendar Mastery - Own the Managing Partner's schedule, including client meetings and deep-work blocks.
- Email Triage - Pre-screen and categorize approximately 12 service requests per week into decision-ready summaries.
- CRM Hygiene - Establish data standards and intake tracking within Zoho CRM
Phase 2: Compliance & Insurance Servicing (Weeks 58)
- Client Reviews - Schedule asset and insurance reviews.
- Document Management - Deploy Adobe Sign for e-signatures and manage compliance packets.
- SOP Development - Document carrier-specific processes and create SOPs for recurring service items.
Phase 3: Real Estate & Portfolio Coordination (Weeks 912)
- Vendor Oversight - Act as the bridge for 6 Ontario properties, pushing property management companies to solve problems before escalating to the partner.
- A/R Tracking - Manage rent-to-own accounts for 4 properties in Kelowna and Edmonton, systematically following up on late payments.
- Digital Files - Maintain leases, maintenance history, and payment records for all 11 properties.
The Ideal Person:
- You have 5+ years as an EA or Operations Coordinator.
- You are proficient in Zoho CRM (or similar tools like HubSpot/Salesforce), Google Workspace, and Adobe Signn
- You possess C1+ level English and feel comfortable speaking with high-net-worth clients and professional vendors.
- You can be firm with a property manager while remaining professional and empathetic with clients.
Schedule & Growth Path
- Initial Phase - Part-time at 20 hrs per week
- Full-Time Path - a progressive ramp-up to 40 hrs per week based on your performance and the increasing workload
- Time Zone - Remote work with required EST business hour overlap
- Start Date: ASAP
Note to Candidates: This is not a junior admin role. We are looking for a systems-thinker who can build and document processes, not just follow them. If you are a resourceful problem-solver who proposes solutions rather than just presenting issues, we want to hear from you.
