Virtual Assistant for Financial Advisor - Operations & Client Servicing Support

Working Hours: Monday to Friday, 10am – 5pm

Primary Objective:
To support daily operational, administrative, and client servicing tasks so Mint can focus on client advisory, business development, and strategic work.
The Virtual Assistant will manage backend processes, organise workflows, support client communications, and ensure operational efficiency.

Important Skills Required
• Strong organisational skills
• High attention to detail
• Strong written communication
• High emotional intelligence in communication
• Ability to prioritise tasks and manage multiple requests
• Comfortable handling operational workflows
• Familiarity with Google Workspace (Sheets, Docs, Drive)

Working Arrangement
• Remote work arrangement
• Tasks assigned through shared task management systems
• Weekly alignment meeting with Mint
• Daily progress updates
• Ability to manage tasks independently with minimal supervision

Job Scope
1. Email & Communication Management
Support day-to-day communication across email, messaging platforms, and group chats. Responsibilities include:
• Monitor and organise email inbox
• Flag urgent emails requiring attention
• Draft replies for review where necessary
• Respond to administrative or servicing enquiries
• Provide courteous, professional responses to clients
• Assist with responding to client messages in group chats
• Ensure tone of communication is polite, clear, and high-EQ
The role requires strong judgement in customer service communication and professional etiquette.

2. Calendar & Meeting Management
Assist in organising Mint’s schedule and meeting workflow. Responsibilities include:
• Log client meetings into calendar
• Update meeting details and notes
• Help manage schedule changes
• Coordinate appointment timings
• Ensure meetings are properly recorded
Post-meeting responsibilities include:
• Log into the AI meeting note-taking platform
• Review meeting transcripts
• Prepare and summarise meeting notes
• Send meeting summaries to clients when required

3. Case Management & Servicing Support
Assist in tracking and managing financial advisory cases to ensure progress towards policy issuance or completion.
Responsibilities include:
• Maintain a case tracker / master caseboard
• Track underwriting progress
• Identify outstanding requirements
• Draft follow-up reminders for clients
• Track pending documents or payments
• Prepare reminders for case follow-ups
When clients require policy information:
• Retrieve available information from provided materials
• Prepare responses for Mint’s review
• Assist with drafting client updates

4. Claims Management Support
Assist with claims administration and updates. Responsibilities include:
• Maintain a claims tracking sheet
• Track claims submissions and status updates
• Draft client updates regarding claim progress
• Prepare messages to update clients on claim outcomes
Scheduled servicing updates include:
Tuesday and Friday
• Send claims updates to clients
• Provide progress updates on claims submitted
• Assist with claims documentation organisation

5. Premium & Policy Servicing Reminders
Assist with servicing reminders for clients.
Responsibilities include sending reminders and updates to clients regarding: Monday and Thursday
• Premium due reminders
• Premium lapsed notifications
Messages should be written in a courteous, professional tone while ensuring clarity and urgency where appropriate.

6. Forms & Documentation Preparation
Assist in preparing necessary forms and documents required by clients. Responsibilities include preparing and organising forms such as:
• Claims forms
• Credit card authorisation forms
• Withdrawal forms
• Termination forms
• Other policy servicing documents

Tasks include:
• Preparing the correct forms
• Organising documentation for submission
• Sending forms to clients when required

7. Business Expense Tracking & Cashflow Management
Assist with maintaining proper financial records for business operations. Responsibilities include:
• Download and save invoices properly
• Maintain organised financial records
• Update business expense tracking sheets
• Categorise expenses appropriately
• Consolidate credit card bills
• Record PayNow transfers
• Record bank transfers
• Maintain monthly budgeting and cashflow records

This includes expenses across:
• Financial Advisory business
• Rising Beyond business operations

8. Team Coordination Support
Assist with administrative coordination within Mint’s team. Responsibilities include:
• Send reminders to team members to update tracking sheets
• Consolidate tracking sheets prior to review meetings
Weekly tracking responsibilities:
Tuesday
• Consolidate team calling sheet Thursday
• Consolidate social media tracking sheet

Ensure sheets are organised and prepared before the review sessions.

9. Task Prioritisation & Workflow Management
The VA will help ensure tasks are handled efficiently throughout the day. Responsibilities include:
• Performing task triage and prioritisation
• Managing incoming requests
• Tracking urgent servicing matters
• Ensuring follow-ups are not missed
• Maintaining organised task lists and trackers
Throughout the day, the role may involve handling random servicing requests, such as:
• Checking policy information
• Preparing client updates
• Organising documents
• Assisting with administrative queries
The VA should be comfortable handling dynamic workflows.