Administrative Assistant supporting cardiovascular research directors at the University of Alberta. Managing academic documentation, travel, manuscripts, publications, calendars, and medical education events.
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Office Manager – Underwriting and Client Satisfaction
Posted 2 days ago
About the role
- Office Manager/Executive Assistant supporting a Toronto wealth practice’s underwriting pipeline and Principal’s calendar. Delivering compliant operations and high-net-worth client service.
Responsibilities
- Proactively manage and optimize a complex executive calendar
- Manage internal and external meetings, client reviews, vendor calls, corporate events, and travel arrangements
- Monitor inboxes, flag urgent priorities, draft professional responses, and triage communications
- Prepare agendas, briefing notes, client files, summaries, and action lists for the Principal
- Track the Principal’s meeting commitments and ensure follow-up actions and deadlines are completed
- Protect the Principal’s time through gatekeeping, daily decision-making, and executive judgment
- Provide high-touch administrative support to the advisory team
- Prepare client meeting packages, professional correspondence, and documentation
- Maintain compliant client files and CRM records according to MFDA and FSCO standards
- Build proactive relationships with high-net-worth clients and deliver exceptional service
- Prepare, review, and process insurance applications, including ordering paramedicals
- Liaise with clients, insurance carriers, and underwriters to submit requirements on time
- Track applications through underwriting and follow up to accelerate policy issue times
- Manage insurance contract payments, premium schedules, and policy updates
- Assist with insurance quotes and complex insurance illustrations
- Implement, document, and refine administrative processes
- Maintain secure databases, track team licenses and CE credits, and update carrier contracts
- Coordinate expenses, prepare cheques, and assist with team billing
- Manage office supplies, digital filing, secure document management, and confidential correspondence
Requirements
- Minimum of 2 years of experience in a specialized administrative, executive assistant, or client service coordinator role
- Experience ideally within financial services, wealth management, or life insurance brokerage environments
- Ability to juggle multiple competing priorities with ease and absolute accuracy
- Strong proficiency with Microsoft Office suite, email triage systems, and modern CRM platforms
- Comfort adapting to new proprietary software
- Ability to anticipate executive needs and solve problems proactively
- Highly polished verbal and written communication skills
- Professional demeanor suitable for high-net-worth client interaction
- Ability to work independently
- Ability to navigate tight carrier timelines
- Ability to adjust to changing operational priorities
- Direct experience with Cloven or other financial industry CRMs is an asset
- Familiarity with the Canadian wealth management or life insurance industry, including carrier portals, WinFlex, or LifeGuide, is an asset
- Basic bookkeeping or accounting knowledge is an asset
Benefits
- Competitive pay
- Great culture
- Equal opportunity employment
- Inclusive, accessible work environment
- Accommodation available upon request during the selection process
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Location requirements
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