Montréal, Québec

Portfolio Administrator, Montréal Office

Leith Wheeler Investment Counsel Ltd. is an independent, employee-owned investment management firm founded in 1982. We manage over $34 billion of assets (as of December 31, 2025) on behalf of pension, foundation, corporate, faith-based, Indigenous, and individual clients across Canada. We are headquartered in Vancouver, with offices in Calgary, Toronto, and Montréal.

We are looking for a senior Administrator to help run our growing Montréal office. The role has two sides. One is owning the administration of our Montréal client accounts. The other is keeping the office itself running day to day. You will work closely with the Portfolio Manager, the Associate Portfolio Manager, and the Senior Advisor in Montréal, and you will be the person the team counts on to keep things accurate, organized, and moving.

This will suit someone who takes genuine pride in their work and treats every client interaction as a chance to do a little more than expected. Our clients trust us with what they have built, and we expect everyone here, whatever their role, to put the client’s interest first. You should be comfortable taking the lead in a small team where everyone pitches in.

Diversity and Inclusion: Diversity is an important value to us. We are committed to providing equal opportunities in employment and to providing a workplace that is free from discrimination and harassment. All job applicants and employees will receive equal treatment regardless of race, color, ethnic or national origins, sex, marital status, disability, age, sexual orientation, religion, or belief.

Job Description:

  • Client account administration:
    • Take full ownership of the administration of our Montréal client accounts, keeping records accurate and every file moving on time.
    • Lead and execute account onboarding, transfers, and closures in full compliance with regulatory requirements.
    • Process transactional requests and coordinate cash settlements as required.
    • Produce monthly and quarterly reports, client presentations, and year-end tax reporting packages.
    • Maintain accurate client records and documentation within the CRM system.
    • Proactively investigate and resolve client inquiries in a timely manner.
    • Develop a strong understanding of the firm’s investment products and services. Deliver a consistently positive, professional client experience across all interactions. 
  • Office management:
    • Manage the day-to-day operations of the Montréal office, acting as the primary point of contact for office matters.
    • Handle reception duties, including greeting clients and visitors and managing incoming calls, mail, and couriers.
    • Oversee procurement of office supplies, equipment, and services, and coordinate with vendors and suppliers.
    • Coordinate facilities matters and liaise with building management as needed.
    • Support meeting planning and logistics, and assist in planning and executing client events.
    • Coordinate activities with internal teams across our other offices and with external partners.
    • Support the team in resolving ad hoc issues and time-sensitive requests as they arise.

What We Offer:

  • Employee Ownership: This is the heart of what makes Leith Wheeler different. Most of our people are shareholders, and over time you would have the opportunity to become one too. When the firm does well, you share in it.
  • An open culture: Ideas here are judged on their merit, not on who raised them. Whether you are new or have been with us for years, your voice counts.
  • A real team: You will work alongside experienced, approachable colleagues who want to see one another do well.
  • Balance: We work hard, but we also think people do their best work when life outside the office is not an afterthought. Our approach is flexible.
  • Room to grow: A boutique firm gives you exposure across the business that a larger shop rarely can. You will pick up skills well beyond the job description.
  • A shared purpose: We are independent and we think in decades, not quarters. The measure that matters to us is whether clients trust us with what they have worked to build.
  • Competitive compensation: Compensation is competitive and will be commensurate with education, experience, and internal parity. The package includes an RRSP contribution, extended health benefits from the day of joining (no waiting period), and competitive paid vacation.

Job Qualifications:

  • Ten or more years of experience in the investment or financial services industry, with working knowledge of investment account types.
  • Intermediate proficiency in Excel, Word (version control and document polishing), PowerPoint (creating and editing presentations), Outlook, and Adobe Acrobat.
  • Experience with Salesforce CRM is an asset.

Professional Competencies:

  • Exceptional written and verbal communication skills.
  • Full bilingualism in French and English, written and spoken. We require English because you will deal directly with our English-speaking clients and coordinate every day with colleagues and operations teams in Vancouver, Calgary, and Toronto, where the working language is English.
  • Demonstrated ability to interact directly with clients.
  • A strong ability to manage multiple tasks and shifting priorities.
  • A genuine passion for both operational efficiency and client service.
  • Strong attention to detail and an inquisitive mind.
  • Great initiative and sound problem-solving skills.
  • The ability to collaborate and to work independently within a small, team-based environment.

If this role interests you, please send us your resume at careers@leithwheeler.com.

Thank you in advance for your interest. If your profile meets our requirement, we will gladly reach out to you.