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Office Manager – Underwriting and Client Satisfaction
Trevor Frances Recruitment. Proactively manage and optimize a complex executive calendar .
Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates expertise in managing executive calendars, client interactions, and administrative processes within the financial services sector. Proficient in maintaining compliance with industry standards while delivering exceptional service to high-net-worth clients.
Highest-signal resume keywords
Executive Calendar ManagementClient Relationship ManagementMicrosoft Office ProficiencyFinancial Services ExperienceCommunication Skills
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Administrative SupportInsurance Application ProcessingCRM ManagementBookkeeping KnowledgeDocument Management
Soft Skills
Problem-SolvingTime ManagementAdaptabilityProfessional DemeanorIndependent Work
Tools & Technologies
Microsoft Office SuiteEmail Triage SystemsCloven CRMWinFlexLifeGuide
Industry Keywords
Wealth ManagementLife Insurance BrokerageMFDA StandardsFSCO StandardsHigh-Net-Worth Clients
About the role
Key responsibilities & impact- 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
What you’ll need- 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
Comp & perks- Competitive pay
- Great culture
- Equal opportunity employment
- Inclusive, accessible work environment
- Accommodation available upon request during the selection process