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Admin Assistant/receptionist

1 month ago

Langley, Canada Quasar Financial Planning Group Full time

**The Quasar Financial Experience**

Quasar Financial values professional excellence and the ability to conquer fast-paced challenges. This is an environment where we treasure work ethic, quick thinking and the ability to overcome tight timelines with multiple stakeholders. This challenge isn’t for everyone, as only those who can handle the pressure of working in the financial world with the expectation of industry leading responsiveness & professionalism will excel in this role.

**The Administrative Assistant Role**

The Assistant organizes and coordinates all meetings, travel arrangements and appointments for the Advisor. The Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results
- driven and community oriented.

The Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Assistant must have a special way with clients and the ability to develop strong professional relationships. The Assistant must understand the Advisors initiatives and goals and keep the Advisor on-track.

**Your Responsibilities**
- Maintaining all client files (hardcopy and electronic) and updating our systems and Providers where necessary.
- Setting up meeting files for the Advisor.
- Follow up and through on tasks and client servicing.
- All filing (hardcopy & electronic).
- Assist with office duties such as prepare and collect mail, order courier, prepare presentation binders etc.
- Managing and executing day-to-day client requests and delivering a high level of end-to-end personalized client service with rapid resolution of queries.
- Liaise with client and other Professionals to obtain client information.
- Administrative task as required and not limited to the task above.
- Run insurance illustrations & produce comparison reports for Advisors.
- Run retirement income projections with various financial planning software.
- Onboarding duties for new investment clients/prospects, including but not limited to information collection and submission, prospect communication and follow-up, communication and follow-up with investment platforms, updating prospect on processes, status, and next-steps.
- Assist with insurance and investment client inquiries as needed.
- Communicate with investment platforms to ensure all regulatory and compliance requirements are met for each client.
- Prepare cover / reason why letters in accordance with the agreed recommendations.
- Communicates directly, and on behalf of the Advisor on matters related to client and new business initiatives. Proactively schedules new client meetings, confirm meetings, track appointments and follow-up items from meetings. Prepares all files and documentation for meetings. Schedule meeting rooms and refreshments.
- Maintain database with CRM; update all contact records in CRM.
- Ensure that clients and affiliates contact information are kept up-to-date.

**Qualifications**
- College or University education preferred.
- Proficient in English, both written and verbal.
- Ability to prioritize tasks in a dynamic and fast-paced, deadline driven environment.
- Quick to catch on when learning new software, office procedures and policies.
- Proven time management and able to change and organize fast changing priorities.
- Able to work within defined business processes.
- Detailed oriented, professional attitude and reliable.
- Great organizing and multi-tasking skills.
- Working knowledge of office devices and procedures.
- Team player with strong work ethics.
- Advanced Microsoft Office skills.

**Job Type**: Part-time
Part-time hours: 24 per week

**Salary**: $18.00-$25.00 per hour

**Benefits**:

- Dental care
- Paid time off

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Langley, BC V2Y 0E2: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administrative experience: 1 year (required)

Work Location: In person