Virtual Admin Support (Financial Management Firm)

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Part Time






Mar 29, 2023


Title: Virtual Admin Support
Contract Type: Part-time / 10 hours per week to start

Our client is a leading financial management corporation based in downtown Vancouver, offering a range of financial planning and investment management services to both individuals and institutions. Their services include wealth management, retirement planning, estate planning, tax planning, and risk management. With a commitment to customized solutions, they work closely with clients to help them achieve their financial goals.

They are currently seeking an experienced and highly organized admin virtual assistant to support the day-to-day operations of the firm. The ideal candidate should have excellent attention to detail, good follow-through, and a strong sense of humour. Great communication skills are also essential, as the virtual assistant may be required to make occasional outbound calls to clients. Familiarity with the Canadian financial market and knowledge of financial products, such as TFSAs, would be an asset.

The position may include occasional projects that are larger in scope, but the majority of the work will involve routine tasks with a low to moderate level of complexity.

If you are an experienced admin virtual assistant with a passion for finance and a strong work ethic, we would love to hear from you.

Key Responsibilities:

Bookkeeping and accounting tasks
Payroll management using their existing system
Compiling and sending a weekly market moves newsletter using MailChimp
Sending and managing DocuSigns and other forms
Managing and sending birthday and holiday cards using Send-Out-Cards
Signing engagement agreements with new clients
Filing and organizing in OneDrive
Compiling monthly ROR reports and emailing them to clients
Sending appointment reminders and preparing meeting summary reports
Entering new client information into Outlook, Send-Out-Cards, MailChimp, and managing birthdays
Booking meetings and managing calendars using Outlook
Recording and entering transactions for Monarch and Seg Fund accounts
Entering and maintaining product information in Maximizer CRM
Entering notes in CRM based on emails

Skills and Competencies:

5+ years experience in financial services, particularly on the investment and insurance side
Ideally, someone working for a dual licensed financial planner before (investments and insurance) that know the products and processes.
Experience with bookkeeping and payroll management
Excellent attention to detail and good follow-through
Ability to work independently and take initiative
Ability to handle sensitive information with the highest level of integrity
Have strong English communication skills
Highly organized
A team player who is proactive, flexible, results-oriented and comfortable in a rapidly changing environment.
Maintains a positive attitude and an open mind in the event of changes in business needs, conditions, or work responsibilities, and has a great sense of humour
Financial experience or familiarity with the Canadian market (asset)
Committed to ongoing personal and professional development

Additional Information:

Permanent work-from-home, remote role offer
Starts part-time, 10 hours per week with a possibility to increase hours leading to full-time employment
Must be available to work starting at 9:00 am EST onwards (night shift/ 9:00 pm PH)
Must have complete home equipment setup (desktop/laptop, headset, internet connection, and webcam)
Has home internet speed of at least 15-20 Mbps

To apply, please submit the following:

- Your most recent CV
- A sample voice recording via Upgrade to see actual info
- Personality test result link from Upgrade to see actual info

**Applications will automatically be rejected without these requirements attached**

Finance & Management
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Office & Admin (Virtual Assistant)
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