Administrative Assistant - Westshore

Summary:

The Administrative Assistant is responsible for a wide variety of clerical office duties including greeting and screening visitors, answering, and referring inbound telephone calls.

As a front stage role, this person is the Ambassador of goodwill, presenting a positive and professional image of the organization to all visitors, clients, colleagues, and other interactions.

Core Competencies:

•Customer service oriented

•Communication

•Accountability and Dependability

•Teamwork

•Strong attention to detail

Duties:

•Respond to telephone, e-mail, and in-person inquiries from clients, business partners and brokers in a pleasant and professional manner.

•Screen calls, answer questions and refer all inquiries to the appropriate individual.

•Document client calls/discussions on CRM with notes and set any required follow ups.

•Receive and distribute all inbound correspondence including emails, faxes, couriers, and mail.

•Coordinate any outbound mail and courier packages.

•Maintain a follow-up system for enquiries, complaints, and problem resolution in a timely manner through CRM, and notify Lead Advisor, of any client complaints immediately.

•Be familiar with the calendar and prepare for in office client meetings daily.

•Execute “Front Stage” client experience.

•Maintain the reception area and board room in a tidy and presentable manner.

•Responsible for general office maintenance of telephone systems, alarm system, photocopier/printers, office supplies.

•Coordinate and prepare boardroom for meetings, seminars, workshops, lunches, special projects and clean up afterwards.

•Outgoing mail delivery.

•Take cheques to the bank for deposit as required.

•Book meetings with Wholesalers as required.

•Book client meetings when required.

•Prepare and follow up on any maturity reports, non-payment reports, term renewals, statements, offers & confirmations and direct to appropriate advisor assistant.

•Add any client statements/confirmations to CRM and assign to appropriate advisor.

•Scan and add documents CRM following branch scanning process and naming documents according to the Naming Document Guidelines.

•Update and maintain client database for all client contacts for individual clients through CRM, ensuring that all client information has been recorded correctly and accurately.

•Participates in and prepares for all office meetings and training programs as required.

•Prep, process and follow up on an inforce business requests including banking changes, name changes, beneficiary changes and address changes. Notify client and advisor when complete.

•Assist with client events.

•Assist with client communications (ie: Christmas cards, birthday cards, thank you card, referral gift cards and flower orders)

•Provide backup for Advisor Assistants when required.

•Complete transaction follow-ups when required.

•Document preparation for client meetings as required.

If you are a motivated individual with excellent organizational skills and a passion for providing exceptional administrative support, we encourage you to apply for this position. We offer competitive compensation and benefits packages.

Please note that only qualified candidates will be contacted for further consideration. Thank you for your interest in joining our team!

Job Types: Full-time, Part-time, Permanent

Salary: $19.50-$21.50 per year

Expected hours: 24 – 40 per week

Benefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Flexible schedule
• Life insurance
• On-site parking
• Paid time off
• Vision care

Schedule:

• Monday to Friday
• No weekends

Application question(s):

• 1.Tell me about a time you set a difficult goal for yourself. What did you do to achieve it?

2.Tell me about the relationships you’ve had with the people you’ve worked with. How
would you describe the best and worst?

3.What are some of the biggest mistakes you’ve made at a job and how did you fix the
situation?

4.What is your favourite quote and why?

5.If you have $40,000 to build your own business, what would you do?

6.What is the biggest decision you’ve had to make in the past year? Why was it so big?

7.What is the hardest thing you have had to forgive in the workplace?

8.What book has had the biggest impact on your life?

9.What would be the biggest challenge taking on this new role?

10.Why did you apply for this position?

11.Where do you see yourself in five years?

Education:

• Secondary School (preferred)

Work Location: In person