Office Support Executive

Overview

The Office Administrator plays a key role in ensuring the smooth day-to-day operations of the financial planning office. This position supports administrative workflows, client servicing, documentation, and communication processes.

The role requires strong organizational skills, professionalism, attention to detail, and discretion when handling sensitive financial and client information.

Key Responsibilities

1. Client Service & Communication

• Act as the first point of contact for clients, manage calls, and handle inquiries with professionalism.
• Schedule and confirm client meetings (in-person and virtual) using Outlook, RingCentral, or CRM tools.
• Prepare meeting folders, client summary sheets, and coordinate document signatures via DocuSign or similar platforms.
• Maintain excellent client communication and follow-up on outstanding documentation, payments, or policy details.

2. Office Administration

• Manage calendars, appointment scheduling, and workflow prioritization for the advisor.
• Organize and maintain client files both digital (CRM/Cloud) and physical in compliance with privacy regulations.
• Handle office correspondence, scanning, printing, courier coordination, and supply management.
• Maintain an organized and professional workspace that reflects the firms brand standards.

3. CRM & Data Management

• Update client records, meeting notes, and follow-up tasks in the CRM (CRM/Outlook/Client Notes integration).
• Support automation workflows and ensure proper categorization of client data for compliance and reporting.
• Assist in preparing monthly reports, dashboards, and client engagement summaries.

4. Compliance & Documentation

• Ensure all client files are complete with signed forms, disclosures, and compliance documentation.
• Track policy applications (insurance & investment) from submission to issuance and maintain accurate logs.
• Maintain confidentiality and adhere to MFDA/IIROC/CPA standards where applicable.

5. Marketing & Practice Support

• Assist in managing social media posts, website updates, and marketing initiatives under guidance.
• Help coordinate events, webinars, and client appreciation campaigns.
• Maintain branded templates, client letters, and presentation materials.

Skills & Qualifications

• Bachelors degree or diploma in Business Administration, Commerce, or Office Management preferred.
• 25 years of experience in administrative or client service roles financial services experience is an asset.
• Strong proficiency in MS Office (Word, Excel, Outlook) and comfort with CRM systems.
• Excellent written and verbal communication skills.
• Detail-oriented, dependable, and able to manage multiple priorities in a fast-paced environment.
• Professional demeanor, high integrity, and strong client service mindset.

Roles and Responsibilities

• Manage daily office operations and ensure a professional, efficient, and organized environment.
• Handle client communication phone calls, emails, appointment scheduling, and meeting coordination.
• Prepare client files, financial documents, and meeting materials for review by the financial planner.
• Support processing of insurance and investment applications, ensuring all documentation is accurate and compliant.
• Maintain and update client information in the CRM system (Client Relationship Management, Outlook, or related platforms).
• Coordinate electronic signatures, document uploads, and secure storage of client records.
• Track new business submissions, follow up with insurance/investment companies, and update advisors on progress.
• Assist in preparing reports, forms, and correspondence for client reviews and ongoing service.
• Ensure compliance with internal procedures and industry regulations (privacy, recordkeeping, KYC).
• Manage office supplies, vendor communication, and basic bookkeeping or expense tracking.
• Support marketing and client engagement initiatives such as newsletters, social media updates, and events.
• Uphold strict confidentiality, professionalism, and client service excellence in every interaction.

Preferred candidate profile

• Education: Bachelors degree or diploma in Business Administration, Commerce, Accounting, or Office Management.
• Experience: 25 years of administrative, client service, or operations experience — preferably in a financial planning, insurance, banking or investment advisory environment.

• Technical Skills:

• Proficiency in Microsoft Office (Word, Excel, Outlook).

• Experience using CRM systems (Monday, Hubspot, Salesforce, or similar).

• Familiarity with DocuSign, cloud file management, and basic bookkeeping is an asset.

• Communication: Excellent verbal and written communication skills in English; knowledge of Hindi or Punjabi considered an advantage.

• Professional Attributes:

• Organized, detail-oriented, and able to manage multiple priorities effectively.

• High degree of integrity, confidentiality, and professionalism when handling client information.
• Strong sense of accountability with a "get-it-done" attitude.

• Warm, approachable, and client-focused demeanor — able to build trust and rapport.

• Mindset:

• Eager to learn and grow within a professional financial planning practice.

• Comfortable with technology and open to using automation tools.
• Team-oriented, reliable, and adaptable in a dynamic work environment.