Executive Support Associate

5 months ago

Victoria, Canada Redcliffe Financial Ltd. Full time

**Executive Support Associate**

Location: Victoria, BC

time and type: Full time

Working Arrangement: Hybrid

Job Industry: Financial Services, Insurance

Schedule: Regular schedule 8:30 am to 4:30 pm*
- There may be times when additional work beyond the normal work-day is required

**About Us**:
Redcliffe Financial is a well-established financial services firm, providing trusted advice to employers in delivering exceptional group benefits and group retirement savings programs to employees. Our commitment to personalized service sets us apart in the industry.

**Position Overview**:
If you are looking for a long-term career in financial services, this position is for you. This is a fantastic long-term opportunity to learn the financial services business, grow your skills, and join a growing business. This role may have the potential to grow into an Associate Financial Advisor if that is of interest to you.

This is a unique opportunity for those with the right skills to obtain the LLQP license. Should you not already have this requirement, _Redcliffe Financial will cover the cost of an accredited education provider for the Harmonized LLQP course, as well as the exam and licensing fees_.

**What you will do**:
**Primary Responsibilities**:
**Support the President**:

- Act as the primary point of contact for the President, handling inquiries and requests with professionalism and confidentiality.
- Manage complex calendars, schedule meetings, and coordinate travel arrangements.
- Prepare and edit correspondence, communications, presentations, reports and other documents with a keen eye for detail and accuracy.
- Conduct research, compile data, and prepare reports for consideration and presentation by the President.
- Attend meetings and record minutes.
- Assist in planning and organizing company events, conferences, seminars and client meetings.
- Perform research and gather data to support executive decision-making.
- Collaborate with various teams to ensure seamless communication and workflow.
- Handle other ad-hoc administrative tasks as needed.

**Secondary Responsibilities**:
**Support the Advisors**:

- Work closely with team members to successfully manage and support the firm’s in-force block of business
- Review and gather data needed for quoting and for the installation of new business or amendments to existing business
- Manage target dates with Advisors with respect to implementation of new business and/or renewals and plan design changes for existing business
- Provide sales support to Advisors during/after installation of new and amended plans
- Provide administrative support for Advisors
- Schedule appointments and meetings for Advisors
- Draft written or electronic communications on behalf of advisors
- Prepare for client-Advisor meetings
- Work with Advisors on client plans/reports
- Attend and record some client-Advisor meetings
- Understand Advisor wants and needs and take action to exceed them
- Support campaigns, initiatives and ad-hoc projects as determined by the leadership team

**Service the Clients**
- Interface directly with clients and plan members throughout customer lifecycle
- Respond to and resolve client requests and support inquiries
- When unable to resolve client requests, introduce the appropriate Advisor for assistance
- Assist clients with establishing new accounts and managing existing accounts
- Notify clients about new or changes to products or services
- Continually provide follow-up and feedback to clients to ensure resolution
- File and organize client documents
- Maintain databases of client information
- Ensure that regulatory rules are being followed

**Perform Administration**
- Utilize software for administrative and technical projects
- Prepare necessary materials for reports, meetings and presentations
- Use knowledge of company operations to communicate with stakeholders inside and outside the company
- Maintain filing system, including confidential data and ensure records are accurate and up-to-date
- Perform general office duties, such basic bookkeeping work
- Perform filing and retrieving of records, documents, and reports
- Maintain and organize records
- Maintain accuracy, confidentiality, privacy, and integrity at all times
- Share ideas with team members that could improve service delivery and processes
- Actively participate in team meetings and share feedback in a constructive manner

**Who you are**:
**Your Hard Skills and Qualifications**:

- A post secondary degree or diploma
- 2+ years of experience in an executive support or administrative role
- Strong computer skills and a solid ability to learn new software systems
- Excellent Microsoft Office skills, including Outlook, Word, Powerpoint, Excel and OneNote
- Professional fluency in English

**Your Soft Skills and Character Traits**
- You are a savvy communicator and meticulous with details
- You have superior oral and written skills and are an effective listener
- You have an optimistic o

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