Practice Operations & Executive Assistant

About Us

Numo Financial Inc. is an independent financial advisory practice based in Vancouver, BC, operating under Financial Horizons Group. We serve approximately 200 client households across insurance and investment planning, with a team of advisors and support staff dedicated to delivering exceptional, organized, and proactive financial guidance.

The Opportunity

We're looking for a Practice Operations & Executive Assistant to work directly alongside our lead advisor. This is not a traditional reception or admin role. You'll be the operational backbone of a busy advisory practice — making sure every commitment gets executed, every client touchpoint is followed through, and nothing falls through the cracks.

If you're the kind of person who finishes other people's sentences with a to-do list, thrives in a structured but fast-moving environment, and can hold a senior professional accountable with confidence — we want to hear from you.

What You'll Do

• Own post-meeting execution — when the advisor finishes a client meeting, you pick up every action item and drive it to completion
• Triage email and communications — filter, flag, and draft responses for items that don't require the advisor's direct attention
• Maintain CRM (GoHighLevel) — keep client records, notes, and pipeline stages current and accurate
• Support an CRM migration — a defined project with real impact on how the practice operates
• Produce and process client documents — policy summaries, correspondence, branded packages
• Coordinate business activity across the advisory team — keep advisors and admin aligned on timelines and deliverables
• Support scheduling logistics — once meetings are booked, you handle prep, travel considerations, and client-specific context

What We Need From You

• You hold people accountable — including the person you report to — without being asked twice
• You are a proactive communicator — you don't wait to be chased, you give status updates before they're requested
• You are highly organized and detail-oriented — you notice gaps, catch errors, and build systems to prevent both
• You are tech-comfortable — Google Workspace, CRM platforms, Claude/Gemini and document tools are part of your daily workflow
• You are discreet and professional — you'll work with sensitive client financial information every day
• You have 2+ years in an operations, EA, or administrative role — financial services experience is a significant asset

Bonus Points

• Experience in insurance, investments, or a licensed financial advisory environment
• Familiarity with GoHighLevel, HubSpot, or similar CRM tools
• Exposure to MFDA or insurance dealer administrative processes

Why This Role

• Direct impact — you'll see the results of your work in real client outcomes, not just internal processes
• Autonomy with accountability — you'll be trusted to run independently once you're up to speed
• Stable, professional environment with a team that values structure and clear communication
• Competitive compensation commensurate with experience

How to Apply

Send your resume and a short cover note (email or message) to: [admin@numofinanical.com]. In your note, tell us about a process or system you built or improved in a previous role — even a small one. That answer matters more than your job title.

Pay: $30.00-$40.00 per hour

Work Location: Remote