Administrative Assistant

Job Description

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