Overview
We are seeking a detail-oriented and organized Administrative Assistant on a part time basis to join our team of 3 Advisors in the Insurance and Investment Industry. This role is essential in supporting daily office operations, managing administrative tasks for Insurance and Investment clients, and providing excellent customer service. The ideal candidate will have strong computer skills, experience with office software, and the ability to handle multiple responsibilities efficiently. Prior experience Administrative experience is a plus, but not required. This position offers an opportunity to work in a professional environment where organizational skills and attention to detail are highly valued.
Responsibilities
- Investment Administration
· Open, maintain, and close client investment accounts
· Prepare, process, and track investment documentation including RRSP, Non-registered, TFSA and RESP applications, transfers, rollovers, beneficiary updates, and account changes
· Coordinate with Investment/Insurance companies, banks and fund providers
· Execute and monitor investment transactions (deposits, withdrawals, internal transfers) per advisor instructions
· Track account funding and follow up on outstanding requirements
· Maintain accurate investment records and reconcile accounts
· Assist with portfolio rebalancing, fund reallocation and prepare investment summaries and reports
· Support investment-related compliance requirements
Insurance Administration
· Process policy changes, renewals, cancellations, and claims support
· Process Life Insurance claims when a client passes away
· Process Critical Illness insurance claims
· Liaise with insurers, underwriters, and medical providers
· Track underwriting requirements and communicate application status updates
· Maintain accurate policy records, schedules, and premium details
Client Support & Communication
· Act as the primary administrative contact for over 3000 clients regarding investments and insurance matters
· Respond to client inquiries and route requests appropriately
· Prepare client correspondence, deposit confirmations, and follow-ups
· Schedule meetings, manage calendars, and prepare meeting documentation
· Support onboarding of new clients
Office & Administrative Management
· Oversee and coordinate all office administrative tasks for the Advisors; review, evaluate, and implement improvements
· Ensure all the Advisors licencing and E&O coverages are up to date
· Establish work priorities, delegate tasks to support staff, and ensure deadlines and procedures are met
· Coordinate office services including facilities, equipment, supplies, records disposal
· Ensure smooth day-to-day office operations and act as a central point of contact for clients and staff
· Assemble data and prepare reports, manuals, correspondence, and internal documentation
Financial & Budget Administration
· Track fees, premiums, invoicing, and payments; follow up on outstanding balances
· Reconcile billing and account discrepancies
Admissions & Records Administration
· Carry out administrative activities related to post-secondary admissions
· Administer policies governing records release in compliance with access to information and privacy legislation
Compliance, Privacy & Risk Management
· Ensure all documentation meets regulatory and internal compliance standards
· Maintain audit-ready digital and physical files
· Track disclosures, consents, and acknowledgements
· Support compliance reviews and audits
· Ensure data privacy, confidentiality, and access controls
· Monitor for fraud, cybersecurity threats, and data breaches
Records, Filing & Data Management
· Supervise secure digital and physical filing systems for sensitive financial and client records
· Maintain CRM, portfolio management, and internal tracking systems
· Manage large volumes of financial and customer data
· Ensure data accuracy, integrity, and system availability
Internal Team & Workflow Support
· Coordinate workflows among advisors, paraplanners, and external providers
· Maintain internal task tracking, deadlines, and follow-ups
· Provide administrative support to financial advisors, including client file preparation
· Identify process gaps and recommend efficiency improvements
Process, Systems & Technology
· Maintain templates, procedures, and operational checklists
· Support system enhancements, data cleanup initiatives, and platform updates
· Stay current with insurer, custodian, and platform process changes
Skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications
- Strong computer skills with experience in data entry, filing, and document proofreading
- Knowledge of QuickBooks or similar bookkeeping software is preferred
- Excellent organizational skills with the ability to multitask effectively in a fast-paced environment
- Exceptional phone etiquette and customer service skills for front desk interactions
- Ability to handle multi-line phone systems efficiently and professionally
- Strong typing skills with attention to detail for accurate data entry and correspondence
- Ability to support administrative functions such as scheduling, filing, and customer support with professionalism and efficiency
Pay: $22.00-$24.00 per hour
Benefits:
- Life insurance
- Paid time off
Work Location: In person
