Administrative Assistant - Vancouver, Canada - Videre Financiers Inc.

Description

• Ensure Videre operates efficiently and effectively
• Envision and understand President initiatives and goals, and keep President and other financial advisors ontrack

• Assemble client file and presentation materials
• Prepare meeting agendas and notes
• Assist Marketing Specialist with compilation of life insurance and investment reporting
• Ensure meeting agendas and any supporting materials are wellprepared in advance
• Help design PowerPoint and Excel Spreadsheet presentations for client meetings

• Schedule Appointments and Manage President's Schedule
• Arrange appointments and conference calls as requested
• Ensure all appointments are tracked
• Confirm meetings
• Make restaurant and boardroom reservations when necessary
• Insurance and Mutual Fund Licensing
• Update CE credits
• Renew life insurance licenses
• Renew mutual fund license
• Renew Advocis, CALU, CLU, Vancouver Club and other memberships
• Renew Errors and Omission coverage
• Manage Videre Hard Copy and Electronic Files
• Maintain uptodate and accurate files of hard copy documents an correspondence
• Develop processes and procedures that align with compliance measures
• Receive/Sort/Send Physical mail
• Prioritize mail items for efficient handling
• Filter and sort President's mail
• Provide Accounting and Banking support
• Depositing cheques for Videre
• Keep accurate copies of invoices and receipts received
• Sort receipts and expenses
• Assist bookkeeper with bill payments and banking issues
• General Administrative Duties
• Order office supplies
• Produce print materials (photo copies, etc) as required
• Other duties as determined (e.g. ordering floral arrangements, coffee runs)

• Maintain Videre's database
• Ensure that clients and affiliates' contact information are kept up to date
• Establish Strategic Alliances & Centers of Influence
• Send out introductory letters to lawyers, accountants, and COI's
• Plan periodic seminars with presentations on corporaterelated insurance or investment planning
• Secure and organize suitable event locations and refreshments
• Prepare and manage guest invitations, confirmations, and identifications
• Client Appreciation and Awareness
• Send out Christmas cards, birthday cards, and bereavements cards
• Maintain Videre's Website as needed
• Utilize the website as a tool of promotion and advertisement
• Client Events

• Coordinate travel arrangements
• Arrange flights and ground transportation
• Book accommodations
• Upgrade flights in advance and process online checkins when necessary
• Prepare travel itinerary and confirm all travel detains in writing
• Coordinate conference/workshop/meetings while President is offsite
• Manage and organize travel expense receipts and complete expense claims accordingly

• Company events
• Disability insurance
• Extended health care
• Life insurance
• Onsite gym
• Paid time off

• French not required

• Monday to Friday