Administrative Assistant & Personal Coordinator
HFWM Sponsored Practice | Calgary, AB (Hybrid)
About the Practice
Palmer Swystun & Associates is a high-performance, full-service financial planning and wealth management practice operating under Harbourfront Wealth Management . HFWM Sponsored Practice | Calgary, AB (Hybrid)
We provide integrated advisory services including financial planning, investment management, tax preparation (Mobiltax), and insurance solutions. Our practice is systems-driven, detail-oriented, and focused on delivering a consistently elevated client experience.
The Opportunity
This is not a traditional administrative role. We are seeking a highly organized, proactive, and operationally minded individual to be dedicated support to David Palmer (Partner) at an executive level. Ensuring all clients, personal, and business workflows are completed accurately, efficiently, and in full. You will be responsible for owning outcomes, not just completing tasks.
Accountability & Autonomy
· Ownership of end-to-end administrative workflows
· Ensuring accuracy, completeness, and timeliness of deliverables
· Coordinating and confirming completion across team members
· Maintaining operational continuity across the practice
· Proactively improving systems and processes
Core Responsibilities
Client Meeting & Advisory Execution
· Own full lifecycle of client meetings
· Prepare agendas and planning materials
· Maintain Conquest and YCharts
· Execute and track follow-through
Client & Administrative Operations
· Manage onboarding and client documentation
· Maintain CRM and compliance records
· Prepare reports and correspondence
Personal & Executive Support
· Manage calendars and travel
· Handle personal administration and email organization
· Maintain secure document systems
Bookkeeping & Tax Coordination
· Coordinate bookkeeping and tax documentation
· Support tax workflow and tracking
Operations & Systems
· Maintain and improve workflows
· Manage digital filing systems
· Track internal projects and action items
· Support training and onboarding
Qualifications
· 2+ years in administrative or Executive Assistant role
· Strong Microsoft 365 skills
· Exceptional organization and communication
· High attention to detail
· QuickBooks experience
Work Structure
Hybrid role based in Calgary with local travel required. High responsiveness and reliability are critical.
Compensation
Competitive salary aligned with experience, with growth tied to performance and responsibility.
Who This Role Is For
· Highly organized and process-driven individuals
· Self-managing and proactive professionals
· Candidates who take ownership and accountability
Who This Role Is Not For
· Those requiring constant supervision
· Candidates preferring repetitive task-based work
· Individuals uncomfortable with autonomy
How to Apply
Submit resume and cover letter to [email protected]
Pay: $48,000.00-$67,000.00 per year
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Life insurance
Application question(s):
- Dedicated office space in your home
- QuickBooks experience
Education:
Licence/Certification:
- Driving Licence (required)
Location:
- Calgary, AB T3A 5Z4 (required)
Willingness to travel:
Work Location: In person
