Virtual Executive Assistant supporting Northern Primrose Consulting’s client operations and administrative workflows remotely. Managing scheduling, documentation, task platforms, CRM updates, and internal processes.
About the role
- BMO institutional client service associate coordinating onboarding, reporting, and account operations. Supporting investment clients and Institutional Sales across financial-services teams.
Responsibilities
- Coordinate end-to-end onboarding of new institutional clients, accounts, products, and mandates
- Maintain onboarding plans, checklists, dependencies, owners, approvals, target dates, and outstanding-item logs
- Coordinate legal, AML/KYC, compliance, tax, operational, reporting, invoicing, account-opening, funding-readiness, and system-setup requirements
- Identify risks to launch dates, escalate delays, and provide status updates to clients, Institutional Sales, and internal stakeholders
- Maintain complete, accurate, and audit-ready onboarding records and approvals
- Serve as a primary service contact for assigned institutional clients, consultants, and authorized representatives
- Respond to inquiries, coordinate internal action, and track requests through resolution
- Coordinate account information, statements, reports, invoices, contributions, withdrawals, transfers, contacts, authorized signatories, and account-maintenance requests
- Coordinate preparation, quality review, and delivery of monthly, quarterly, annual, and ad hoc client reporting
- Validate reporting recipients, delivery instructions, distribution lists, and client preferences
- Coordinate fee-invoice delivery and resolve reporting and invoicing inquiries
- Act as central coordinator for operational and servicing matters affecting assigned clients
- Establish issue ownership, actions, target dates, escalation points, and communication plans
- Monitor inquiries, missed commitments, reporting failures, service delays, and client dissatisfaction indicators
- Communicate service concerns, changing needs, stakeholder changes, retention risks, and expansion signals to Institutional Sales
- Support client service reviews through service metrics, open-item logs, incident summaries, remediation updates, and documented actions
- Maintain client records in Salesforce and other designated systems
- Coordinate mandate and account changes, client transitions, and account closures
- Identify workflow simplification, template standardization, control-strengthening, and manual-handoff reduction opportunities
- Support audits, control testing, regulatory inquiries, and audit-ready evidence maintenance
- Provide backup coverage, share knowledge, and support training of new team members
- Adhere to BMO policies and legal, compliance, regulatory, risk, privacy, and information-security requirements
- Diagnose, escalate, and resolve problems within established authority and guidelines
- Work independently on complex assignments requiring coordination across multiple teams
- Support broader business and strategic initiatives affecting Institutional Sales and Service
Requirements
- Four to six years of relevant experience
- Post-secondary degree in business, finance, economics, or a related field, or an equivalent combination of education and experience
- Experience supporting institutional clients within asset management, investment management, pensions, custody, banking, or financial services
- Working knowledge of institutional client onboarding, account administration, and client lifecycle management
- Familiarity with KYC, AML, suitability, tax, legal, and regulatory documentation applicable to institutional clients
- Experience coordinating client reporting, portfolio-review materials, fee invoices, and service requests
- Experience with Salesforce or a comparable CRM
- Proficiency in Microsoft Outlook, Excel, Word, and PowerPoint
- Strong written and verbal communication skills
- Excellent organization, prioritization, and project-coordination capabilities
- High attention to detail, sound judgment, and disciplined escalation
- Strong analytical, investigative, and problem-solving skills
- Ability to translate complex operational matters into clear client communications
- Strong collaboration and stakeholder-management skills
- Risk and control awareness, data-driven decision-making, and a continuous-improvement mindset
- Discretion in handling confidential client and business information
- Canadian Securities Course or another relevant industry designation is considered an asset
- Experience working with custodians, recordkeepers, investment operations teams, or outsourced service providers is considered an asset
Benefits
- Performance-based incentives
- Discretionary bonuses
- Other perks and rewards
- Health insurance
- Tuition reimbursement
- Accident and life insurance
- Retirement savings plans
- In-depth training and coaching
- Manager support
- Network-building opportunities
- Accommodation available during the selection process
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