Job Description
Gilbert Wealth Management is a boutique financial planning firm that has been helping clients reach their financial goals for over 25 years. As an independent firm, we are committed to providing unbiased, personalized advice tailored to each client's needs.
We operate as a close-knit team and are seeking a detail-oriented and organized Administrative Assistant to join our growing firm. This role is vital in supporting daily office operations, ensuring an efficient workflow, and delivering exceptional client service. The ideal candidate will have strong administrative experience, excellent communication skills, and proficiency with various office software tools. We are looking for someone who thrives in a professional environment where organization, accuracy, and attention to detail are highly valued.
This is a full-time, permanent position offering a competitive salary and a private health spending account (details provided during the interview process). Only candidates who meet the required skills and qualifications will be contacted for an interview.
Key Responsibilities
- Client Meetings for Advisor
- Pre- and Post-Case Preparation
- Insurance & Investment Services
- Client Service
- Administrative Services
- Support other team members
Client Meetings for Advisor
- Schedule Client meetings and appointments for the advisors
- Manage advisors' schedules/calendars
- Prepare client files and review documentation prior to each meeting
Pre- & Post-Case Preparations
- Pre-brief and debrief client meetings with advisor.
- Co-ordination, preparation, and completion of client meeting agendas, quotes, presentations, spreadsheets, statements, forms, and materials for client meetings and reviews. Be the communicator with the client for outstanding documents
- Preparation of concepts, financial plans and supporting material
Insurance & Investment Services
- Review of forms, applications & paperwork for accuracy and completeness
- Business processing and follow-up
- Follow up on outstanding information and requirements, co-ordinate with supplier companies, prepare statements
- Manage and expedite the underwriting process for insurance, including liaising with underwriters, paramedical and medical organizations
- Investigate and solve administrative issues accurately and completely
- Understand and comply with compliance standards and regulations
- Ensure client data is up-to-date.
- Develop and maintain effective workflow policies and procedures with other team members
- Monitor progress of new business applications
- Review client file and CRM for next actions and planning/sales opportunities
- Communicate with clients to keep them informed of where they are at in the process
Insurance & Investment Services
- Review of forms, applications & paperwork for accuracy and completeness
- Business processing and follow-up
- Follow-up on outstanding information and requirements, coordinate with supplier companies, prepare statements
- Manage and expedite the underwriting process for insurance, including liaising with underwriters, paramedical and medical organizations
- Investigate and solve administrative issues accurately and completely
- Understand and comply with compliance standards and regulations
- Ensure forms are up-to-date.
- Develop and maintain effective workflow policies and procedures with other team members
- Monitor progress of new business applications
- Review client file and CRM for next actions and planning/sales opportunities
- Communicate with clients to keep them informed of where they are at in the process
Client Services
- Reception duties—greet clients upon arrival, answer phones
- Confirm Appointments
- 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
- Sustain a good rapport with clients and maintain the company image through effective communication
Administrative Services
- Upload client paperwork into CRM client profile
- Client account updates—address and bank account changes
- Ensure address/name changes are updated with appropriate companies
- Act as liaison between companies and the advisors
- Prepare lists for client contact, meetings to be scheduled and assign to appropriate team member
- Transcribe voice recordings and/or meeting notes
- Maintain databases.
- Investigate and solve administrative issues accurately and completely.
- Order supplies and materials required by the business and individuals.
- Filter email and delegate.
- Use internal systems to know business performance at all times. Work hard to ensure objectives are met.
Support other Team Members
- Pitch in where needed
- Provide backup support to other team members who may be absent due to illness, injury, or vacation.
Skills and Abilities
- Experience in a financial services advisory firm preferred
- Post-Secondary Education
- Microsoft office (Word, Excel etc.) and sharepoint proficiency
- Have an exceptional client focus, understand the client's perspective, and anticipate client concerns.
- Follow through—clients must always view the firm as keeping our promises.
- Effectively manage a multitude of activities
- Be a flexible team player with the ability to work in a very busy, fast-paced professional environment.
- Have a strong work ethic, exceptional organizational and time management skills.
- Know when you don't know and find out—ask and find resources.
Job Type: Full-time
Pay: $55,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Vision care
Experience:
- Office: 2 years (preferred)
- Work Location: In person