Administrative Assistant

1 week ago

Hamilton, Canada The Vantage Talent Group Full time

Administrative & Office SupportManage daily office operations, including scheduling, correspondence, and voicemail/email management.Prepare and organize documents, reports, presentations, and meeting materials.Maintain accurate filing systems (digital and physical), ensuring compliance with privacy and regulatory standards (e.g., MFDA/IIROC/FSRA).Assist with expense tracking, billing, and basic bookkeeping tasks.Client ServiceAct as a first point of contact for clients—answering inquiries, scheduling appointments, and providing updates in a professional and timely manner.Support client onboarding, including the collection of KYC information, signatures, and identification documentation.Provide reminders and follow-ups regarding client reviews, policy renewals, and required documentation.Investment & Insurance SupportPrepare investment and insurance application packages and assist with processing and follow-up.Update client records in CRM and financial software systems.Track application status, ensure accuracy of forms, and communicate with carriers or investment partners when needed.Help coordinate compliance-related tasks, audits, and documentation requests.Technology & SystemsUse CRM systems, financial planning tools, and carrier portals to maintain accurate client information.Manage calendars, virtual meeting platforms, and office productivity software (Microsoft 365, Adobe, etc.).Assist with basic troubleshooting, data entry, and process improvements.QualificationsPost-secondary education in business administration, office administration, or a related field (preferred).Experience in financial services, investment advisory, or insurance administration is an asset.Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).Excellent organizational skills with the ability to manage multiple priorities.Strong communication skills (verbal and written).High attention to detail and accuracy.Familiarity with compliance procedures, KYC standards, and financial documentation is an advantage.Personal AttributesProfessional, friendly, and client-focused demeanor.Strong integrity and respect for confidentiality.Ability to work independently and as part of a team.Proactive approach to problem-solving and workflow management.

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