Administrative Assistant (Insurance  & Investments Industry)

Our client is a successful and reputable boutique financial services firm who specializes in financial planning, investment management, group benefits and estate planning for families and business owners across Canada.  On their behalf, we are currently searching for a skilled Administrative & Client Service Associate. In this exciting role you will be part of a dedicated team who provides excellent client service and high-level administrative support to assigned Senior Financial Advisors, Associates or Partners.

Position Overview:

Insurance Administration

  • Supports the advisor(s) with sales and maintenance of life, disability, and critical illness insurance products
  • Generates insurance quotes through illustration software or requests insurance quotes from carriers, as requested by advisor
  • Schedules appointment and completes life insurance applications with the client, or, pre-fills life, disability, and critical illness on-line applications on behalf of the advisor
  • Arranges for paramedical and/or full doctor exams, or asks medical questions as required; follows up with clients and medical facilities for outstanding medical information
  • Tracks status of pending applications with carriers
  • Follows-up with underwriting on issuing and placing problems
  • Prepares policy illustrations, policy delivery letter, and drafts Reason Why letter for advisor to complete; completes policy delivery to client
  • Follows up with other carriers/financial institutions for fund transfers to new and existing policies
  • Cancels previous policy once new policy is placed
  • Prepares life summaries and prepares or orders in-force illustrations as required, in advance of advisor’s client meetings
  • Supports advisor with in-force insurance policies, for example; beneficiary changes, name &/or address changes, CSV requests, policy surrenders, transfer of ownerships, running in-force illustrations, updating or changing banking information

Investment Administration

  • Supports the advisor(s) with sales and maintenance of all investment products
  • Prepares all required documentation and forms, gathers required signatures, checks for accuracy and completeness
  • Completes account opening, trades, and purchases for accounts
  • Contacts third party referral companies where required to coordinate investment activities
  • Follows up with external financial institutions for fund transfers
  • Prepares investment snapshots/investment statements in advance of advisor’s client meetings
  • Supports advisor with in in-force investment products, for example; obtaining book values, making contributions before tax deadlines, regular and ad hoc contributions, retirement income withdrawals
  • Documents all activity in CRM
  • Investigates and resolves issues, escalating to the advisor when appropriate

Advisor Support

  •  Creates and updates all client and prospect information in CRM tool
  • Maintains an up-to-date task list in CRM, develops weekly report(s), and meets with advisor(s) weekly to keep advisor up-to-date on activity
  • Screens and sorts advisor’s mail, researches and responds without the need to involve the advisor, where possible
  • Maintains the advisors’ calendar; books appointments with clients on behalf of the advisor, ensuring all required materials are prepared and available in advance of the meeting
  • Supports direct marketing campaigns through review and updating of client lists
  • Creates correspondence for the advisor using templates or free-form, using product knowledge, appropriate terminology, and correct grammar
  • Reviews forms completed by the advisor for accuracy and completeness and forwards to the carrier
  • Transmits faxes and prepares photocopies for the advisor, as required
  • Maintains all electronic and paper records in accordance with compliance requirements and company practices
  • Provides support to other advisors during team member vacations and absences

Qualifications

  • Previous success in a support role within the insurance or investment industry or related field.
  • While this role is not sales related, having your LLQP and/or Mutual Funds licence would be highly desirable.
  • Excellent computer skills and a high proficiency with a variety of computer software programs including, Microsoft Word, Excel, Outlook as well as experience using a CRM tool.
  • Positive attitude and the capability of working successfully in a small team environment is a MUST.
  • Critical thinker with and exceptional attention to detail
  • Exceptional interpersonal and communication skills.

If you are interested in this opportunity, please send your resume to bonnie@recruitcalibre.com  We look forward to partnering with you and will review your resume immediately. Your resume and contact information are never shared until we have spoken to you and have your permission.

About Us

Calibre Recruitment is a full-service firm that provides permanent, contract and project-based recruitment solutions. Whether it’s entry-level or management, we have expertise filling all administrative, customer service, accounting, engineering, IT, manufacturing, marketing, sales and skilled trades positions.

We are passionate about finding the right fit for you and your next employer. Regardless of your position, industry or specialization, Calibre Recruitment has the business contacts. We have one of the best, brightest and most connected recruitment teams in the industry and we are here to help move you along in your career.