Administrative Assistant

Job Description

<p>We are seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant to join the team of one of our clients in Burlington, Ontario. This individual will play a critical role in managing the coordination and processing of insurance cases, supporting their advisors, and delivering exceptional service to their high-net-worth clients. The ideal candidate is proactive, resourceful, and capable of managing multiple priorities in a fast-paced environment. This role ensures an outstanding client experience through accurate recordkeeping, efficient use of their CRM system, and high-quality administrative and operational support across all aspects of the business.</p><p><br></p><p><b>Key Accountabilities (including but not limited to):</b></p><p><br></p><p><b>Customer Relationship Management (CRM):</b></p><ul><li>Take ownership of the CRM system to ensure accurate and up-to-date client information.</li><li>Manage automated processes within CRM.</li><li>Identify new opportunities in the CRM.</li></ul><p><br></p><p><b>Insurance Operations: </b></p><ul><li>Document comprehensive meeting notes, perform accurate data entry, and provide necessary documentation for clients.</li><li>Prepare in-force illustrations, update client information and process policy changes (e.g. beneficiary designations, change of ownership, etc.).</li><li>Lead new business processing, handling underwriting and correspondence.</li><li>Prepare investment summaries, proposals, and performance updates for clients.</li></ul><p><br></p><p><b>Administrative Support</b></p><ul><li>Update compliance documents and maintain proper documentation for all transactions.</li><li>Assist advisors in preparing for client meetings by compiling relevant reports, financial summaries, and other materials.</li><li>Maintain detailed logs of all client interactions and case progress.</li></ul><p><br></p><p><b>Qualifications:</b></p><ul><li>3+ years of experience in the insurance and financial services industry</li><li>Strong knowledge of insurance products, processes, and compliance standards</li><li>Proficient in Microsoft Office (Excel, Outlook, Word, Teams)</li><li>Excellent written and verbal communication skills</li><li>High attention to detail and strong organizational skills</li><li>Ability to handle sensitive client information with discretion</li></ul><p><br></p><p><b>Preferred Qualifications:</b></p><ul><li>LLQP-licensed in good standing</li><li>Experience using CRM systems</li><li>Experience with client onboarding</li></ul><p><br></p><p><b>Personal Attributes</b></p><ul><li>Professional and polished demeanor</li><li>Proactive, adaptable, and solution-oriented</li><li>Discreet and trustworthy, with high integrity</li><li>Client-first mindset and passion for delivering excellent service</li><li>Self-starter who can manage multiple tasks independently</li></ul><p></p>