Wealth & Insurance Administrative Assistant
For 30 years, my team has helped Small Businesses and Families: Build Wealth; Reduce Taxes; and Protect their Families. We are looking for additional support to maintain and enhance the financial services we deliver to our Regina and Surrounding Area Clients.
Position Overview
We are seeking an energetic, vibrant, and highly detail-oriented Wealth & Insurance Administrative Assistant to serve as the operational backbone of our practice. Located in east Regina. This is a full-time, in-office position. This dual-focus role handles client communications, processes mutual fund and insurance transactions, manages compliance records, and oversees daily office operations. You will directly support our financial advisors, ensuring a positive, high-energy experience for our clients and complete regulatory compliance
Key Responsibilities
1. Mutual Fund & Wealth Operations
- Prepare account opening forms, transfer requests, and Know Your Client (KYC) updates.
- Process mutual fund, GIC, and segregated fund transactions (purchases, redemptions, switches).
- Coordinate money movements, including switches, transfers, deposits and withdrawals.
- Troubleshoot transaction discrepancies directly with head office compliance and fund companies.
2. Life Insurance Administration
- Prepare, audit, and submit applications for life, disability, and critical illness insurance.
- Track pending policies through underwriting, coordinating medical exams and advisor requirements.
- Manage in-force policies, processing beneficiary updates, banking changes, and term conversions.
- Facilitate client claims processes by collecting and submitting required documentation.
3. Client Experience & Office Management
- Act as the first point of contact for client inquiries regarding statements, values, and fund processes.
- Schedule client review meetings, prepare agendas, and build advisor meeting files.
- Update and maintain the client database to ensure accurate contact logs and task management.
- Maintain strict confidentiality protocols adhering to industry privacy regulations.
Qualifications & Requirements
- Experience: 1–3 years of administrative experience within a financial planning, wealth management, or insurance brokerage environment.
- Licensing: Hold—or be actively working toward completing—the Canadian Investment Funds Course (CIFC/IFIC) and the Life Licence Qualification Program (LLQP).
- Technical Skills: Proficiency with MS Office Suite (Excel, Word, File Manager) and experience navigating financial CRMs
Core Competencies
- Energy & Vibrancy: Brings a dynamic, enthusiastic attitude to the daily workflow and client interactions.
- Sharp Attention to Detail: Demonstrates flawless precision in processing financial documentation, tracking compliance, and minimizing transaction errors.
- Communication: Exceptional verbal and written communication skills with a warm, engaging approach.
- Organization: Strong time-management capabilities, multitasking skills, and highly structured work habits.
- Curiosity: The work we do can change lives. Seeking to understand the products and people we serve will lead to a fascinating and rewarding career in Financial Services.
Compensation & Benefits
- Salary: Competitive and negotiable based on experience and education.
- Benefits: Comprehensive package available
Job Types: Full-time, Permanent
Pay: $20.00-$30.00 per hour
Education:
- Secondary School (required)
Experience:
- client service: 1 year (preferred)
Licence/Certification:
Work Location: In person
