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About the Role

This hybrid role serves as the operational backbone of a financial advisory practice, managing insurance underwriting pipelines and client workflows while providing direct support to the firm's Principal and advisory team. The goal is to ensure the team is organized and can focus on high-value client work, delivering an exceptional client experience.

Responsibilities

Manage and optimize a complex executive calendar, protecting focus time and preventing conflicts.
Schedule and coordinate internal and external meetings, client reviews, vendor calls, corporate events, and travel arrangements.
Monitor inboxes, flag urgent priorities, draft professional responses, and filter noise.
Prepare detailed agendas, briefing notes, client files, summaries, and action lists for meetings.
Track commitments made during meetings and ensure next steps are actioned.
Protect the Principal’s time through thoughtful decision-making and clear communication.
Provide high-touch administrative support to the advisory team, ensuring client needs are met seamlessly.
Prepare client meeting packages, professional correspondence, and documentation.
Maintain compliant client files and CRM records adhering to MFDA and FSCO standards.
Build strong, proactive relationships with high-net-worth clients.
Prepare, review, and process insurance applications, including ordering paramedicals.
Liaise with clients, insurance carriers, and underwriters to ensure timely submission of requirements.
Track pending applications through the underwriting lifecycle and follow up to accelerate policy issue times.
Manage existing insurance contract payments, premium schedules, and policy updates.
Assist with generating accurate quotes and running complex insurance illustrations.
Implement, document, and refine administrative processes to improve office efficiency.
Maintain secure databases, track team licenses/CE credits, and update active carrier contracts.
Provide basic accounting support, including coordinating expenses, preparing cheques, and assisting 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.
Strong proficiency with Microsoft Office suite, email triage systems, and modern CRM platforms.
Comfort adapting to new proprietary software.
Highly polished verbal and written communication skills.
Professional demeanor suitable for high-net-worth client interaction.
Comfortable working independently.
Ability to navigate tight carrier timelines.
Ability to adjust smoothly to changing operational priorities.
Ideally experience within financial services, wealth management, or life insurance brokerage environments.
Direct experience with Cloven or other financial industry CRMs is a plus.
Strong familiarity with the Canadian wealth management or life insurance industry is a plus.
Basic bookkeeping or accounting knowledge is a plus.

Skills

Administrative Support
Executive Assistant
Client Service Coordination
Calendar Management
Scheduling
Communication
Email Management
Meeting Preparation
Follow-Up
Gatekeeping
Client Relationship Management
Insurance Application Processing
Underwriting Coordination
CRM Management
Process Improvement
Database Management
Accounting Support
Document Management
Microsoft Office Suite
Adaptability
Proactive Problem Solving

Location

Hybrid

Work Type

Hybrid
Full-time

Experience Level

Minimum 2 years experience

About the Company

Trevor Frances Recruitment specializes in connecting exceptional talent with market-leading firms.
Partnering with a high-performing, people-first financial advisory practice within the investment and insurance industry.
The client has built a close-knit, dynamic team culture grounded in trust, empathy, professionalism, and an unwavering commitment to premium client care.

Equal Opportunity

Trevor Frances Recruitment and our client are equal opportunity employers.
We celebrate diversity and are committed to creating an inclusive, accessible environment for all employees.
All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, or any other characteristic protected by law.
Accommodation is available upon request for candidates taking part in all aspects of the selection process.