Job Description for Client Service & Administrative Assistant
Description:
This position is responsible for providing client service and administrative support. There is an emphasis on providing full support to the principal advisor to prepare and serve his clientele.
Key Responsibilities:
Client Meetings for Advisors
Schedule client meetings and appointments for the advisors
Accountable for maintaining the required meeting schedule and number of appointments with clients based on activity goals and service standards set by the advisors
Marketing, Case Preparation & Presentations
Co-ordination, preparation and completion of quotes, presentations, spreadsheets, statements, forms and materials for client meetings and reviews
Prepare insurance & portfolio summaries
Review notes and actions in CDS software and determine actions to be taken and target dates to be acted on.
Administration & Operations for Advisors
Manage own and others’ schedules/calendars
Participate in team meetings (including agendas & minutes)
Business processing and follow-up
Review of forms, applications & paperwork for accuracy and completeness
Ensure underwriting requirements are met for risk products
Manage and expedite the underwriting process, including liaising with underwriters, paramedical and medical organizations
Follow-up on outstanding information and requirements, co-ordinate with supplier companies, prepare statements
Maintain database, downloads/feeds of data, filing, etc.
Computer and printer updates and general maintenance
Completion of fund to fund transfers and redemptions
Investigate and solve administrative issues accurately and completely
Understand and comply with compliance standards and regulations
Manage licencing and compliance standards for the team
Insure forms are up to date
Order supplies, brochures and forms
Ensure Know Your Client forms are up to date
Develop and maintain effective workflow policies and procedures
Stay abreast of, review and monitor new insurance products and new investments related to clientele needs
Track, update and report Continuing Education Credits for all licensed team members
Client Service
Answer phones
Confirm Appointments
Create and maintain file standards and do the filing (paper & electronic)
Mail, fax and courier
Enter CDS notes and maintain client logs
Prepare client correspondence
Professionally respond & assist clients who inquire with phone calls and/or e-mail by creating a prompt and high touch experience
Solve problems with tact, diplomacy and professionalism
Track new business
Review client file and CDS for next actions and planning/sales opportunities
Track term deposit rates and renewals
Sustain a good rapport with clients and maintain the company image through effective communication
