Vancouver based company in the financial services industry is looking to hire an Administrative Assistant to join their team.
This is a permanent role, 4 days per week, 100% based in office

Location – Downtown Vancouver

Salary – Up to $42,000

Primary duties will include:

• Schedule and coordinate meetings with clients to ensure timely and efficient communication.
• Assist in arranging meeting logistics, including setting up virtual or in-person appointments.
• Respond to any client enquiries via phone and email
• Organising and sending cards and gifts to clients
• Handle investment paperwork and administration
• processing and completing all investment trades, account opening, transfers, etc
• Generate and prepare reports for clients
• Follow up on documents/forms to ensure completion and accuracy
• Processing payroll twice monthly
• Prepare Client Meeting Agendas
• Compile and organize meeting agendas and related documents
• Update and maintain CRM software with meeting details
• Manage client inquiries related to administrative matters, including (but not limited to) change of address, beneficiaries, void cheques, PAC
• Ensure accurate and up-to-date information is maintained in client records.
• Assist in organizing and preparing for upcoming client meetings.
• Collaborate with team members to ensure all necessary materials are gathered and organized
• Coordinating travel (for work and personal)
• Client meeting frequency spreadsheet, updating and maintaining
• Meeting reminders (calling and emailing clients)
• Mailing and couriering documents
• Picking-up items for office supplies


Requirements:

• Proven experience in administrative support or related roles.
• The ideal candidate will be a polished, positive person who pays excellent attention to detail and prioritizes tasks
• Previous experience in the investment/finance industry
• Good interpersonal skills and ability to work well with others.
• Ability to multi-task and take initiative while working in a fast-paced environment.
• Excellent communication skills – both verbal and written.
• Excellent organizational skills with meticulous attention to detail.
• Proficiency in using CRM software and Microsoft 365
• Ability to multitask and prioritize tasks effectively.
• Problem-solving skills and a proactive approach to addressing challenges.
• Experience with Mailchimp, DocuSign, Gmail Workspace