Administrative Support

1 week ago

Calgary, Canada Olympia Financial Group Inc Full time

**Job Summary**

The Administrative Support’s responsibility is to provide support to the Innovation Team in various tasks such as administration and customer service as needed. Responsibilities include updating existing documentation to ensure consistent formatting, handling any system-related client notifications to mail, and processing any system updates. This can consist of assisting the team with different projects and providing coverage when required.

**Role Responsibilities**
- Upholds the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients, and business associates.
- Organizing client communication; includes printing and mailing.
- Process any data updates and changes in the system.
- Provide confidential assistance with redirecting incoming phone calls, scheduling appointments, and maintaining daily calendar.
- Receive, sort, and redirect mail and deliveries; includes shipping and receiving responsibilities.
- Assist in projects as requested by different levels in the organization.
- Actively participate in projects and team meetings
- Flexible to perform various assigned tasks as requested by management and executives

**Personal Characteristics**:

- Demonstrates flexibility and resilience in response to constraints, failures, and adversity and adjusts priorities to multiple demands and unanticipated events
- Proven ability to work in a fast-paced, dynamic environment, while delivering on tasks
- Possesses excellent organization, high attention to detail, and time management skills with the aptitude to establish priorities
- Self-motivated to seek action and take initiative
- Be reliable, have a positive, “can-do” attitude, a strong work ethic, and a dedication to client service
- Demonstrate ability to communicate verbally and in writing at a high level
- Demonstrate an exceptional level of professionalism on the phone and in person while representing the company.
- Ability to handle sensitive and confidential information
- Excellent proofreading, editing, and business writing skills
- Exceptional technology skills and can work effectively in a paperless environment

**Qualifications**
- High school Diploma is required
- Diploma in Business Administration or a related field of study is an asset
- Bachelor’s degree in Management, Economics, or a related field of study is an asset
- 0-3 Years of Administrative experience beneficial
- 0-3 Years of previous Document Control experience is beneficial
- Advanced proficiency in Microsoft Office (Outlook, Word, and Excel), and Adobe Acrobat Pro is required
- An understanding of the Anti-Money Laundering (AML) policies and procedures will be considered an asset
- Entry-level understanding of how the Investment Account Services Division operates
- Bilingual in French and English written and spoken communication is beneficial
- Successful completion of a Criminal Background check is required

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