Administrative Assistant

4 weeks ago

Mississauga, Ontario, Canada World Financial Group (WFG) Full time

We are a dynamic and growing financial services agency dedicated to providing financial plans, investment advice, and client support. We pride ourselves on professionalism, exceptional client service, and a collaborative team environment. We are seeking a proactive and detail-oriented contractor Administrative Assistant to join our team and provide critical support to our agents.

Responsibilities

As the Administrative Assistant, you will be responsible for ensuring the smooth day-to-day operations of our office and assisting our agents. Key duties include:

  • Client Support:
    • Help with adminstrative details on client files.
    • Schedule client appointments and manage calendars.
    • Respond to client inquiries professionally and promptly.
      • Administrative Tasks:
        • Maintain and organize client records with accuracy and confidentiality.
        • Prepare and process financial documents (e.g., account applications, transfers, compliance forms).
        • Track deadlines for client follow-ups and ensure tasks are completed on time.
        • Preparing and updating internal and external presentations
        • Creating and updating presentation templates
        • Sending internal communications through Slack, etc
          • Data Management and Reporting:
            • Update client information in CRM systems and financial planning software.
            • Generate and format reports for client meetings and internal use.
            • Manage the lead generation process and tracking activities
              • Office Management:
                • Manage office supplies and coordinate with vendors as needed.
                • Assist in organizing team events, training sessions, or workshops.
                  • Compliance and Confidentiality:
                    • Ensure adherence to financial industry regulations and compliance standards.
                    • Assisting in making sure our team licenses are up to date
                    • Maintain the utmost discretion and confidentiality regarding sensitive client information.

Qualifications

Required Skills and Experience:

  • Proven experience in an administrative or client service role
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Canva).
  • Experience using CRM
  • Strong organizational and time-management skills.
  • Good communication skills, both written and verbal.
  • Ability to multitask and prioritize in a fast-paced environment.

Key Attributes:

  • Detail-oriented with a high level of accuracy.
  • Professional demeanor and a client-focused attitude.
  • Self-motivated, with the ability to work both independently and as part of a team.
  • Problem-solving mindset and proactive approach to tasks.

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