Investment Services Administrative Assistant - F-530

Investment Services Administrative Assistant - F-530

09 Sep
Macnaughton & Ward Financial Services

09 Sep

Macnaughton & Ward Financial Services


Surrey, BC

Job Posting #MW202108

Macnaughton & Ward Financial Services Ltd. is seeking an Investment Services Administrative Assistant

for our company. Macnaughton & Ward Financial (MWFS) helps clients insure, invest and protect their

future security with insurance and financial solutions. The company was established in 1975 and

continues to provide a high standard of service and support to our clients. The Investment Services

Administrator is paramount to all aspects of administration and marketing of the business.

About the Position:

The primary duties of the Investment Services Administrative Assistant are to administer and oversee

the client product processes for Macnaughton & Ward Financial.

Knowledge of Fixed Term (GIC)

Deposits, Segregated Fund products, and Individual Life Insurance and related change and service forms

for our key partner companies. Initiate client onboarding and service change forms in preparation for

the President’s client meetings. Contact clients to schedule meetings with our advisors at required


Key Accountabilities

- Work closely with President to accurately and efficiently prepare client documents and forms

prior to (or during) client appointments; maintain daily communication with and provide

support on MWFS client files;

- Administer all MWFS client inforce service notifications from each carrier and provide customer

administrative service;

- Arrange meeting time for client appointments for all MWFS clients, plan the client visit annual

meeting schedule to achieve current and ongoing clients’ insurance and investment needs;

prepare client agenda and necessary client forms package in advance of scheduled meeting.

Update internal systems with all completed forms;

- Implement and manage the distribution and assignment of orphan client service requests; make

new client contact by telephone; prepare MWFS introduction client letter; schedule

appointment with advisor;

- Scrub all new and maturing Fixed Income (TFSA/GIC/RRSP/Advantage) accounts from MWFS

advisors prior to submission;

- Administer the Deposit Business (GIC) applications and maturities and complete professional

correspondence with each client and each advisor;

- Prepare each client investment portfolio report package and all customer correspondence.

Verify output and distribute MWFS Client Portfolio reports;

- Lead the seasonal client data contact process ensuring routine outreach output information is


- Input daily Deposit Broker rate updates on company websites;

- Lead the plan for Tax Season so best practices are in place: update systems, collect payment and

e-file prepared tax returns while ensuring timely completion of seasonal income tax returns and

update procedure manual ongoing;

- Administer the Tax Return process by reviewing the submitted client tax slips and request any

outstanding required items and then package all completed tax returns and ready for pickup.

- Handle incoming customer telephone calls and emails and respond to client and carriers’ service

requests appropriately.

Marketing meetings: Schedule regular team meetings and coordinate seasonal advertising,

distribution of client letters, sales campaigns, sales initiatives and promotional pieces in

cooperation with the Marketing & Communications Administrator;

- Provide support for group insurance customer inquiries and claims queries;

- Maintain up-to-date client and account records of communications using established

procedures in systems and software.

Required Skills, Competencies and Attributes

- The company will provide training to those without insurance and investment experience

providing you have adequate existing administration skills;

- Proven ability to work to deadlines with a daily systemized routine;

- Possess a “take charge, and can do” attitude and able to work with management team and work


- Ability to escalate challenges and review next steps with your manager;

- Takes initiative and communicate in a timely manner;

- Excellent time management and organization skills a must;

- Excellent telephone communication skills and strong command of English, both written and

verbal. Ability to recognize and receive our various types of customers.

- Personable, friendly, calm, diplomatic, cooperative demeanor with excellent customer service


- Familiarity and comfort with database input.

Specific Qualifications required for this position

- Individual Life Insurance administration experience;

- 2 years relevant experience preferably in Insurance and Financial Service industry with

experience servicing Insurance and Investment customers.


- High School Diploma required; LLQP an asset for insurance and investment product terminology

and understanding;

- Post-Secondary Diploma, Business Administration Certificate or related years of experience; and

- Canadian Deposit Course or equivalent an asset.


Diversity in the workplace, one of our shared values, lies at the heart of our rewarding, open, supportive

and inclusive work environment. We respect and respond to the many competing and evolving priorities

in our lives so you can focus on what you can do best – put clients first.

This is a full-time position with a competitive compensation package.

If you would like to join our team, please send a resume and hand written covering letter, quoting the

position and Job Posting # to: [email protected]

We thank all candidates for their interest and advise that only those under consideration will be


Director of Operations

Macnaughton & Ward Financial Services Ltd.

The original job offer can be found in Kit Job:

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