Administrative Assistant

WHAT: Administrative Assistant, Financial Services, Full-time WHERE: Victoria Arbutus Financial is a comprehensive financial services firm, serving the needs of individuals, companies, business owners and their families. Located in Victoria, we have a thriving practice, brilliant and thoughtful clients, and a fun and dynamic work environment. Our team is committed to our clients and to each other both personally and professionally. We hold values that are Professional, Accountable, Committed and Thorough – this is our PACT. We are world class at what we do, how we treat each other and our clients and what we contribute to our community. We take our roles seriously and enjoy a joyful team spirit, as we work together to nurture the needs and dreams of our clients. Arbutus Financial is also a proud partner of Navacord, one of Canada’s top four commercial insurance brokerages and a leader in wealth and risk management services. As a key part of the Arbutus Financial family, you will be responsible for all major administrative aspects of the firm. These include processing insurance and investment transactions, follow-up to confirm completion and accuracy, database management, client contact, written correspondence, filing and other administrative duties. You will work closely with other team members locally and in other Arbutus Financial offices in the servicing of our clientele. Some natural gifts you possess are resourcefulness, accuracy, strong organizational and analytical skills, high capacity for learning, flexible, ability to work independently and as part of a small team, kind, warm, sense of humour and strong computer skills. Also, you will be a self-starter with the ability to make choices that are in service of the team and our clients. You will be a finisher, with great pride in your quality of work. Finally, you will be a clear and professional communicator with a desire to write, report and represent Arbutus Financial in various ways. Major Responsibilities and Duties 1. PROCESSING Ensuring all investment and insurance paperwork is accurately completed. Taking copies and forwarding originals to appropriate financial institutions. Timely handling of all paperwork. Ability to meet multiple deadlines under pressure. 2. FOLLOW-UP Systematic follow-up as appropriate to ensure client transactions and requests are completed accurately and on time. Investigate and resolve inquiries and refer them to the financial advisor when appropriate. Intuitive approach to resolving issues promptly and effectively. 3. TECHNOLOGY Quick, accurate and effective with technology. Managing and maintaining with high accuracy our CRM database. Competency with MS Office, Dataphile, and other software tools. 4. CONTACT Proactive, polite, courteous, and professional client contact, by phone, email, and letter. Strong verbal skills. Welcoming to clients when they arrive at our office. Personable, warm, and friendly. 5. WRITTEN Professional and courteous writing style applied to all correspondence. Development and application of standardized communication processes. Working knowledge of MS Office. Very accurate with correct spelling and proper use of grammar. 6. FILING Filing of all client documentation, filing of all financial institution information. 7. OTHER ADMINISTRATIVE Preparation for client meetings, handling of mail, courier and fax, maintaining office supplies. Maintain and keep Procedure Manual current, in conjunction with other staff, outlining step-by-step instructions for all major procedures. Compensation is commensurate with experience and abilities. This includes an attractive base salary, a great work environment, benefits plan, RRSP plan and additional individual and team recognition for commitment and performance.