The primary responsibilities of the Administrative Assistant is to prepare client files for the Advisor – this includes providing a current evaluation of client’s holding, investment portfolio options, and insurance options. The Administrative Assistant reports directly to the Advisor.
Duties:
Preparing Portfolio Summary (current evaluation of the client’s holdings) for all clients. Some Portfolio Summaries are needed based on a schedule for Annual, Quarter, Monthly. While most are needed for client meetings.
Providing investment portfolio options and/or insurance options when required for clients
Establishing and maintaining a high level of client service by supporting the Advisor in responding to client/vendors inquiries (email/phone) in a timely and responsive manner
Escalating issues to the Advisor as needed.
Filing electronic and hardcopy client documentation
Following up with clients on missing documentation required as per the industry and firm regulations and maintaining client files and information on the appropriate systems.
Checking all system entries in accounts for accuracy and updating systems when required
Supporting other members by helping with tasks and customer requests
Adhere to all firm and regulatory policies by remaining up to date with all the regulatory rules regarding client accounts and ensuring client interaction is accurately documented.
Ad hoc administrative support projects and duties as required.
Helping team members as needed
Must Have:
2-3 years of experience in a similar role in a deadline driven office setting.
Strong knowledge and skills using CRM’s and Microsoft Office (Word, Excel, and Outlook).
Must have excellent customer service that is reflected by excellent written, verbal communication skills as well as attention to detail and accuracy
Clear and legible handwriting, as it is required to fill out paper forms
Is a team player
Able to work both independently and in a team in a fast-paced environment
ADDITIONAL SKILLS:
Experience in preparing life insurance and fund applications.
Service oriented with strong time management skills and proven ability to meet deadlines.
EDUCATION AND ACCREDITATIONS:
Completion of Post-Secondary training and education is an asset.
Second language would be asset
Willingness to complete and pass exams for Insurance Council of BC License and Investment Funds Institute Course within 1 year of being hired. CSC would be an asset.