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Administrative Assistant

Job Description

Ravens Rock Wealth And Estate Planning Limited

Principles – Commitment – Integrity

Reports to


Reporting Relationships


Position Summary

The Administrative Assistant role is instrumental in maintaining and developing strong, supportive, and
empathetic client relationships, preparing clients files, processing investment/ insurance business,
developing and maintaining a business development/ marketing strategy, and providing general
administrative support for the business.

Position Accountability

(The accountabilities listed hereafter are an overview of the minimum requirements of the position and do not necessarily
include all the accountabilities and duties inherent, included or associated with the job or with the performance of the job)

Client relations

  • Build and maintain quality, supportive, and empathic client relationships
  • Receive and direct all initial incoming calls and correspondence in the office
  • Act as a liaison between advisor and client regarding requests and support
  • Review, administer and follow-up on all client queries including quotes and client account related inquiries
  • Develop and mature relationship building activities
  • Provide regular and value-added touchpoints/ check-ins with clients
  • Provide any additional proactive client communication as required to build and maintain relationships.



  • General administration – answer phones, email, incoming/ outgoing mail, physical & digital filing, typing, maintaining supplies, etc.
  • Pre & post client meeting administration – book, prepare for and follow up on meetings, maintaining client files, meeting agendas, statements, and materials for client meetings and reviews by financial planner
  • Data entry and maintenance – trade processing, compile precise, detailed accurate account and data entry, prepare, and maintain reports and client statements using office systems
  • Investment and insurance services data entry and maintenance – administer new business for life insurance and investments as well as follow up to completion. Provide day-to-day support for client’s planner
  • Coordinate and execute all client correspondence including bulk mailings
  • Process client deposits, withdrawals, and asset transfers
  • Process insurance applications, change forms, premium payments, and summaries on policies
  • Maintain CRM, spreadsheets, and develop/ pull reports
  • Maintain up-to-date client files (both paper and digital) on an ongoing basis Business Development/ Marketing
  • Develop and execute a marketing plan that includes regular social media posts and builds on relationships management activities
  • Analyze data from CRM
  • Conduct market research
  • Increase referrals from existing client relationships
  • Compose marketing literature (brochures, press releases, etc.) and similar documents
  • Organize and develop presentations, promotional events (traditional and online) and client visits
  • Post on-line content on website (WordPress) and social media



  • Post secondary degree or diploma in related field of study preferred Experience
  • 2+ years of office experience/ administrative support working in related industry with similar activities is preferable
  • Entrepreneurial mindset is an asset


  • (Successful fulfillment of the accountabilities above may be demonstrated through the following technical and behavioral competencies)


  • Excellent command of Microsoft Office 365 Suite including advanced skills in Excel, Word, Outlook, and PowerPoint
  • Proficiency with Customer Relationship Management (CRM) Systems/ databases, generating reports uploading documents and data entry
  • Excellent command with social media applications and website maintenance (WordPress)
  • Demonstrated ability to compose effective business correspondence
  • Excellent post secondary business English written and oral communications skills are required
  • General knowledge of financial industry business procedures and customs


  • Customer Service Oriented
  • Interpersonal understanding
  • Attention to detail/ organizational skills
  • Relationship/ network building
  • Teamwork/ Cooperation
  • Conflict resolution management
  • Creative problem solving
  • Decision making

Other Requirements

  • Canadian citizenship/ permanent resident or eligible to work in Canada with no restrictions
  • Valid drivers’ licence
  • Clear criminal record and willingness to obtain a criminal record check
  • Interest in, experience with, financial planning and, insurance
  • Flexibility in work hours/ extended hours where necessary/ interest in growing with organization


Working Environment

Home-based small office environment with opportunity to work virtually.

Hours of Work

This position starts at 24 hours per week and will increase over time. Hours may vary from day to day
and week to week.

Job Type: Full Time

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