Administrative Assistant

5 hours ago

Burlington, Ontario, Canada The Vantage Talent Group Full time $60,000 - $80,000 per year

We are seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant to join the team of one of our clients in Burlington, Ontario. This individual will play a critical role in managing the coordination and processing of insurance cases, supporting their advisors, and delivering exceptional service to their high-net-worth clients. The ideal candidate is proactive, resourceful, and capable of managing multiple priorities in a fast-paced environment. This role ensures an outstanding client experience through accurate recordkeeping, efficient use of their CRM system, and high-quality administrative and operational support across all aspects of the business.

Key Accountabilities (including but not limited to):

Customer Relationship Management (CRM):

  • Take ownership of the CRM system to ensure accurate and up-to-date client information.
  • Manage automated processes within CRM.
  • Identify new opportunities in the CRM.

Insurance Operations:

  • Document comprehensive meeting notes, perform accurate data entry, and provide necessary documentation for clients.
  • Prepare in-force illustrations, update client information and process policy changes (e.g. beneficiary designations, change of ownership, etc.).
  • Lead new business processing, handling underwriting and correspondence.
  • Prepare investment summaries, proposals, and performance updates for clients.

Administrative Support

  • Update compliance documents and maintain proper documentation for all transactions.
  • Assist advisors in preparing for client meetings by compiling relevant reports, financial summaries, and other materials.
  • Maintain detailed logs of all client interactions and case progress.

Qualifications:

  • 3+ years of experience in the insurance and financial services industry
  • Strong knowledge of insurance products, processes, and compliance standards
  • Proficient in Microsoft Office (Excel, Outlook, Word, Teams)
  • Excellent written and verbal communication skills
  • High attention to detail and strong organizational skills
  • Ability to handle sensitive client information with discretion

Preferred Qualifications:

  • LLQP-licensed in good standing
  • Experience using CRM systems
  • Experience with client onboarding

Personal Attributes

  • Professional and polished demeanor
  • Proactive, adaptable, and solution-oriented
  • Discreet and trustworthy, with high integrity
  • Client-first mindset and passion for delivering excellent service
  • Self-starter who can manage multiple tasks independently

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