Administrative Assistant

Administration & Executive Assistance
Downtown Vancouver, BC, Canada
Posted on September 15, 2023

Who- the Company:
Our client, an award-winning managing general agency, have been recognized for providing education, training, expertise, and technology to financial advisors across Canada. An organization that believes in empowering independent advisors and providing a rewarding and friendly corporate culture for their loyal employees.

What- the Role:
Swim Recruiting is seeking a new Administrative Assistant on behalf of our client. This is a full-time position based in the Coal Harbour region of downtown Vancouver. Reporting directly to the COO and working on a tight-knit team, the Administrative Assistant will be responsible for representing the firm with a professional and friendly service-oriented attitude.

The Administrative Assistant will sit at the reception desk and will be the “face and voice” of the organization - both internally to employees and externally to clients (existing and potential), associates, business partners, vendors/suppliers, etc. 
The Administrative Assistant is responsible for facilitating a friendly and efficient work environment as well as building positive external working relationships.

What- the Responsibilities:

  • Answering and redirecting incoming phone calls

  • Greeting visitors, making them feel welcome, and getting them settled into an office or meeting room 

  • Maintaining organization and cleanliness in the reception area, kitchen, meeting rooms, and boardroom

  • Arranging courier shipments, including sending out couriers and receiving packages from couriers

  • Sorting and distributing mail

  • Organizing and filing documents (physical and digital files)

  • Assisting the accounting department with accounts payable and cheque runs (training provided)

  • Occasionally supporting the ordering of office supplies and trouble-shooting office issues which may come up (printer, photocopier, projection equipment, etc.)

  • Processing of Life Insurance applications on the back-office system

  • Assist in the preparation of life insurance applications, settling documents and policies

  • Responding to Associate inquiries in a timely, responsive manner by resolving issues, processing transactions expeditiously and accurately, escalating issues to the Managing Partner as needed

  • Issuing instructions for Advisors on behalf of their clients: withdrawals, deposits, PAC’s etc.

  • Assist with processing of Segregated Funds / Mutual Funds in the absence of other Team members

  • Establish and maintain a high level of client service by supporting the Associates

  • Ensure effective client administration by following up with Associates on missing documentation required as per the industry and firm regulations and maintaining client files and information on the appropriate systems. Checking all system entries in accounts for accuracy

  • Ad hoc tasks and project as assigned, such as reviewing expense reports, onboarding new staff, and transcribing audio files.

Who- the Candidate: 
This is a great role for someone who is self-motivated with a can-do attitude and diverse administrative skills.  The ideal candidate will be a polished and positive person who has excellent attention to detail and the ability to prioritize tasks. Excellent communication skills are important as the Administrative Assistant will have a great deal of interaction in-person, over the phone, and over email. 

  • Qualified candidates will have at least 2 years’ administrative experience in a corporate office environment.

  • Experience in insurance, financial services, or any professional services sector is considered an asset but not required.

  • Mature and professional attitude, strong communication and organizational skills.

  • The ability to work independently and manage multiple tasks

  • Professional in appearance and manner

  • Good working knowledge of Microsoft Office platform

  • Relevant post-secondary education is highly preferred

This is a Monday to Friday full-time and in-office job, with work hours of 8am to 4:30pm (with a 1-hour break). Downtown Vancouver.

How Much: 
competitive salary in the range dependent on experience, along with additional benefits and perks, vacation, and other generous rewards.

When & How to Apply: 
If you are interested in this opportunity, please let us know today and we can discuss further! If you already have a Recruiter at Swim, please reach out directly. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume.