Position:Administrative Assistant Investment and Insurance Services

Position Summary

We are currently searching for an Administrative Assistant to join a terrific team of outgoing investment and insurance professionals. The Administrative Assistant contributes to the success of the business by providing administrative support directly to the financial advisors and clients. Working both independently and within a small team, the Administrative Assistant is responsible for assisting with insurance and investment administrative processes.

Responsibilities

Client Services

• Respond to incoming calls and emails from clients.
• Fulfill client service requests such as banking, beneficiary, or address changes etc.
• Track client information and changes on the advisor's Customer Relationship Management tool.
• Ensure privacy and confidentiality of client information at all times.
• Tracking and following up on transactions and applications to ensure proper completion.
• Assist with the preparation and processing of investment transactions (purchases, switches, redemptions, transfers, new applications) and submit paperwork to head office.
• Process new life business order paramedical (as required) and submit paperwork/supporting documentation to head office or MGA.
• Filing.
• Holiday preparation and coordination for clients.

Advisor Support Services

• Prepare files for advisor meetings with clients, prospects, and group renewals.
• Provide post client meeting support to advisors as well as portfolio updates.
• Maintain filing systems and ensure client files are compliant and up to date.
• Professionally represent the company.
• Track advisors' Continuing Education credits for licensing requirements.
• Manage the renewal of life insurance licenses and memberships.
• Renewal of Errors and Omission coverage.
• Update and restock all forms as required.
• Understand the need for change and engage in a positive, collaborative manner.

Training and Continuous Development

• Develop expertise in all lines of business, and excellence in service from both a product and process perspective.
• Develop expertise on all systems required to support the advisors.
• Keep current on all compliance and market conduct regulations and expectations, in an ever-changing environment.
• Provide updates to advisors on process changes and implications.

Qualifications and Competencies

• Knowledge of, or an understanding of, the Financial Insurance & Investment industry is an asset. Specifically, knowledge in processing investment trades.
• Knowledge of available financial products and services.
• 2+ years of experience in an Investment and Insurance administrative position is required at minimum. Also open to more senior experience as well.
• Superior written and verbal communication skills with an ability to respond promptly to request; effective telephone techniques; tact, courtesy, and patience.
• Ability to contribute to a team atmosphere as well as on an individual basis with the ability to effectively prioritize time sensitive tasks.
• Excellent organizational, communication and time management skills.
• Ability to pay close attention to detail with excellent accuracy.
• Ability to prioritize multiple tasks and handle continuous interruptions while working in a fast paced environment.
• Proficiency in using Outlook, MS Office suite with a focus on Excel and Word; Aptitude for learning new technology to help improve business.

The successful candidate will be a resourceful, adaptable team player in an evolving industry. We are looking for a long term outgoing team player to join a well established team of professionals that love what they do. Some of the team's values are kindness, balance, compassion, patience and professionalism. The role is an in office position, 5 days per week with excellent benefits and perks. If this sounds like the team you have been looking for and you meet or exceed the qualifications we would like to hear from you! Please submit your resume. We thank all those that apply, however only qualified candidates will be contacted.