Executive Assistant/Client Service Coordinator

Stephen Whipp Financial is a small associate wealth management services office of Leede Financial Inc. currently located in downtown Victoria. Stephen Whipp Financial specializes in ethical/responsible investing. The Executive Assistant/Client Servicing Coordinator (referred to as the Executive Assistant in this job description) is the face of the practice to clients, prospective clients, and the community. As such they must understand the values and ethics that underlie the practice and represent them enthusiastically.

The Executive Assistant is a demanding and dynamic position, running a small office, organizing Stephen's time and work, and along with the current Administrative Assistant provide administrative support to other advisors in the practice. The job runs the gamut from basic clerical tasks to using sophisticated software applications, preparing complex reports, organizing meetings/events and representing Stephen Whipp Financial to others. They must be a flexible self-starter who, thrives on change, multi-tasks and problem-solves easily, loves to learn, and works well with people. Reporting to and working closely with Stephen, they are expected to work collaboratively with other members of the team.

This position requires someone who has several years' experience in the industry.

Responsibilities

The Executive Assistant will create and maintain an efficient, organized and welcoming office environment that reflects the values of the practice and exceeds the standards of the industry. This requires multi-tasking and problem solving on a daily basis, proactive work-planning, responding to changing priorities and anticipating tasks and issues before they arise. It also requires excellent inter-personal communication skills, a good understanding of marketing and communication strategies and the ability to carry out established policies and procedures.

The key duties and responsibilities are set out below. Because this is a small office operating in a changing environment, additional duties may be assigned as required.

Executive Support - Support of Senior Financial Advisor, Stephen Whipp (20%)

• Maintaining and coordinating Stephen's calendar including making client appointments
• Taking, preparing and distributing notes/minutes of meetings
• Providing time management support
• Assisting with managing Stephen's e-mail/paperwork
• Making travel and accommodation arrangements
• Preparation of correspondence and reports
• Representing Stephen Whipp Financial, including attending networking events
• Organizing specific projects or events as directed

Client Service Support - Primary Role in Support of Advisors (70%)

• Using client relationship management system (Maximizer)
• Proactive client contact and appointment scheduling
• Drafting and preparing letters (templates and unique)
• Reviewing, analyzing and having client files updated in preparation for client meetings
• Completing and checking of forms
• Follow-up actions and documentation of all client interactions
• Receiving client calls and inquiries and determining appropriate actions
• Proactive investigation, documentation, resolution and reporting of client issues with Leede Financial head office and other financial institutions or companies
• Planning and coordinating client appreciation activities

Communications and Marketing Support - Secondary Role in Support of Marketing Assistant (10%)

• Assisting with communications and marketing activities under the direction of or in the absence of the Marketing Assistant, including coordinating of seminars and other events; changes to the website, forms or other materials; development of newsletter; and management of prospect lists.
• As needed, liaising with Leede Financial Compliance ensuring that all materials for public consumption are appropriately approved.

Knowledge Required

• Demonstrated knowledge of MS Word, Excel, and Outlook and database management.
• Basic awareness/understanding of the wealth management and investment industry

General understanding of client confidentiality requirements

• Knowledge of office systems, equipment and organization including phone and filing systems
• Basic awareness of environmental and social justice issues

Preferred

• Two years' experience working in the financial industry
• Knowledge of industry-specific software for client management
• Knowledge of other industry related software
• Training/and or keen interest in further training in the industry (e.g. Canadian Securities Course, business diploma/degree)

Skills and Abilities Required

• Strong organizational skills including ability to prioritize, anticipate, multi-task and adapt to change
• Good computer skills, including report preparation and mail merging
• Ability to pay attention to and take care of the details
• Effective oral and written interpersonal communications skills, including excellent telephone manner and ability to listen carefully and speak clearly
• Ability to work well with people, including diffusing difficult situations and problem-solving
• Ability to work well alone and as a member of a team
• Ability to prepare high quality presentation documents including financial plans, reports and proposals
• Ability to represent the employer to the public in an appropriate and professional manner

Preferred

Comfort level with networking in community and business environments

Personal Qualities and Attributes

• Understanding and commitment to progressive social values
• Enthusiastic, cheerful and positive attitude
• Sense of humour
• Common sense
• Creativity and flexibility
• Self-motivation and initiative
• Capacity to anticipate and see ahead
• Ability to work collaboratively as a member of a team
• Willingness to learn and adapt
• Interest in people

Hours

This is a demanding full-time job requiring 37.5 hours per week. Extra time in the evenings or weekends may be required, though rarely, to complete tasks, participate in events and/or fulfill training requirements. On-the-job training in existing office procedures and basic Leede Jones Gable systems will be provided on site.

Compensation

Starting salary is commensurate with experience and licensing

Minimum starting annual salary of $55,000

Generous benefits package after satisfactory completion of three-month probation period

Potential to earn bonus

To Apply

If you're interested in becoming part of our dynamic team, don't hesitate to call 250-405-3553 to find out more or please send a cover letter and your resume to:

Stephen Whipp 

Check us out at https://stephenwhipp.ca

Only those applicants selected for an interview will be contacted. Thank you to all who apply.