OverviewWe are seeking a detail-oriented and organized Administrative Assistant on a part time basis to join our team of 3 Advisors in the Insurance and Investment Industry. This role is essential in supporting daily office operations, managing administrative tasks for Insurance and Investment clients, and providing excellent customer service. The ideal candidate will have strong computer skills, experience with office software, and the ability to handle multiple responsibilities efficiently. Prior experience in Administrative is a plus, but not required. This position offers an chance to work in a professional environment where organizational skills and attention to detail are highly valued.ResponsibilitiesInvestment AdministrationOpen, maintain, and close client investment accountsPrepare, process, and track investment documentation including RRSP, Non-registered, TFSA and RESP applications, transfers, rollovers, beneficiary updates, and account changesCoordinate with Investment/Insurance companies, banks and fund providersExecute and monitor investment transactions (deposits, withdrawals, internal transfers) per advisor instructionsTrack account funding and follow up on outstanding requirementsMaintain accurate investment records and reconcile accountsAssist with portfolio rebalancing, fund reallocation and prepare investment summaries and reportsSupport investment-related compliance requirementsInsurance AdministrationProcess policy changes, renewals, cancellations, and claims supportProcess Life Insurance claims when a client passes awayProcess Critical Illness insurance claimsLiaise with insurers, underwriters, and medical providersTrack underwriting requirements and communicate application status updatesMaintain accurate policy records, schedules,



and premium detailsClient Support & CommunicationAct as the primary administrative contact for over 3000 clients regarding investments and insurance mattersRespond to client inquiries and route requests appropriatelyPrepare client correspondence, deposit confirmations, and follow‑upsSchedule meetings, manage calendars, and prepare meeting documentationSupport onboarding of new clientsOffice & Administrative ManagementOversee and coordinate all office administrative tasks for the Advisors; review, evaluate,and implement improvementsEnsure all the Advisors licensing and E&O coverages are up to dateEstablish work priorities, delegate tasks to support staff, and ensure deadlines and procedures are metCoordinate office services including facilities, equipment, supplies, records disposalEnsure smooth day‑to‑day office operations and act as a central point of contact for clients and staffAssemble data and prepare reports, manuals, correspondence, and internal documentationFinancial & Budget AdministrationTrack fees, premiums, invoicing, and payments; follow up on outstanding balancesReconcile billing and account discrepanciesAdmissions & Records AdministrationCarry out administrative activities related to post‑secondary admissionsAdminister policies governing records release in compliance with access to information and privacy legislationCompliance, Privacy & Risk ManagementEnsure all documentation meets regulatory and internal compliance standardsMaintain audit‑ready digital and physical filesTrack disclosures, consents,



and acknowledgementsSupport compliance reviews and auditsEnsure data privacy, confidentiality, and access controlsMonitor for fraud, cybersecurity threats, and data breachesRecords, Filing & Data ManagementSupervise secure digital and physical filing systems for sensitive financial and client recordsMaintain CRM, portfolio management, and internal tracking systemsManage large volumes of financial and customer dataEnsure data accuracy, integrity, and system availabilityInternal Team & Workflow SupportCoordinate workflows among advisors, paraplanners, and external providersMaintain internal task tracking, deadlines, and follow‑upsProvide administrative support to financial advisors, including client file preparationIdentify process gaps and recommend efficiency improvementsProcess, Systems & TechnologyMaintain templates, procedures, and operational checklistsSupport system enhancements, data cleanup initiatives, and platform updatesStay current with insurer, custodian, and platform process changesSkillsProficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applicationsStrong computer skills with experience in data entry, filing, and document proofreadingKnowledge of QuickBooks or similar bookkeeping software is preferredExcellent organizational skills with the ability to multitask effectively in a fast‑paced environmentExceptional phone etiquette and customer service skills for front desk interactionsAbility to handle multi‑line phone systems efficiently and professionallyStrong typing skills with attention to detail for accurate data entry and correspondenceAbility to support administrative functions such as scheduling, filing, and customer support with professionalism and efficiencyPay$22.00-$25.00 per hourBenefitsLife insurancePaid time offWork LocationIn person#J-18808-Ljbffr

📌 Administrative Assistant - $22 - $25 An Hour - Part Time - No Experience Required (Winnipeg)
🏢 Virani Financial
📍 Winnipeg