Office Manager, Underwriting and Client Satisfaction

About the role

A high-performing financial advisory practice in the investment and insurance industry, represented by Trevor Frances Recruitment, is hiring an Office Manager / Executive Assistant in a hybrid role in Toronto. The role acts as the operational backbone of the practice: supporting the Principal's calendar, managing insurance underwriting pipelines and client workflows, and delivering high-net-worth client care.

Key responsibilities

• Support the Principal: manage and optimize the executive calendar, coordinate internal and external meetings, client reviews, vendor calls, events and travel, and triage email and communications
• Prepare agendas, briefing notes, client files and summaries, and follow up on commitments and deadlines
• Support the advisory team: prepare client meeting packages, maintain compliant client files and CRM records to MFDA and FSCO standards, and build relationships with high-net-worth clients
• Underwriting coordination: process insurance applications (including ordering paramedicals), liaise with clients, carriers and underwriters, track pending applications and follow up to speed up policy issue times
• Manage existing insurance contracts, premiums and policy updates, and help generate quotes and run insurance illustrations
• Improve office efficiency, maintain secure databases and license/CE credit records, provide basic accounting support (expenses, cheques, billing), and manage supplies, digital filing and confidential correspondence

Required profile

• Minimum 2 years of experience in a specialized administrative, executive assistant or client service coordinator role, ideally in financial services, wealth management or life insurance brokerage
• Ability to handle multiple priorities accurately and proactively anticipate executive needs
• Polished verbal and written communication, comfortable working independently and adapting to changing priorities

Required skills

• Strong Microsoft Office suite and email triage
• Modern CRM platforms; direct experience with Cloven or other financial CRMs is a bonus
• Familiarity with Canadian wealth management or life insurance, including carrier portals, WinFlex or LifeGuide, is a bonus
• Basic bookkeeping or accounting knowledge is a bonus