Executive Support Specialist, Vancouver, BC

3 weeks ago

Vancouver, Canada The Targeted Strategies Group Full time

As Executive Support Specialist, your main objective is to enhance the efficiency of Sales Principals and Executives, ensuring they make the most of their time to generate new revenue, as well as maintain and expand existing revenue streams.

You will utilize exceptional organizational skills, sound decision making and judgement, and professional discretion to manage organizational demands and shifting priorities. In this role, you manage calendars and emails, client relationships, file progression, and database hygiene.

The Executive Support Specialist requires an understanding of the insurance business and the ability to collaborate seamlessly with both internal teams and client advisors, ensuring the Executives’ time is strategically optimized to meet the overall business objectives.

Key Responsibilities
  • Proactively manage calendars, schedules, emails, and comprehensive travel schedules to optimize efficiencies, prioritize tasks, and manage conflicts to contribute to sales objectives.
  • Utilize sound judgment to strategically schedule and prioritize tasks, meetings, and calls with a deep understanding of holistic business priorities.
  • Schedule meetings and calls with referral sources (accounting firms, family offices), including pre-meeting check-ins to prepare and debrief.
  • Foster and maintain outstanding client relationships – ensure that follow-up actions are identified and actioned or clearly delegated.
  • Collaborate with client advisors to ensure smooth flow of information and deliver exceptional customer service, completing high-priority client-related tasks.
  • Monitor client files and information supporting sales process progression and escalate issues where necessary.
  • Diligently manage and maintain documentation of all client communication, contacts, and opportunity updates in the CRM, produce reports, and ensure data hygiene and compliance across the team for all files assigned to the Sales Principal.
  • Prepare, proofread, edit, print, and publish presentations, reports, and client materials.
  • Manage social media accounts as needed (LinkedIn posts, shares).
  • Complete expense reports, other administrative duties, and ad-hoc executive tasks as required.
Qualifications
  • Undergraduate degree in Operations, Marketing, or a business administration field.
  • Advanced proficiency in Microsoft Office Suite, including Customer Experience CRM.
  • Fluency in Mandarin would be considered an asset.
  • Exceptional organizational and time management skills, with strong attention to detail.
  • Demonstrated professional discretion, maturity, sophistication, and sound judgment.
  • Ability to establish effective rapport with all levels of employees and external stakeholders with strong interpersonal and communication skills.
  • A strategic mindset and the ability to influence and impact a team.
  • Dedicated to exceptional customer service, with the ability to work collaboratively with cross-functional teams.
  • Experience with insurance business processes and sales operations is an asset.

The Targeted Strategies Group is an equal opportunity employer. We value diversity and inclusion in the workplace and encourage all qualified candidates to apply including, but not limited to, women, visible minorities, Indigenous Peoples, and persons with disabilities.

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