Job Description

Administrative Assistant / Front Desk Receptionist

Pelican Group

Calgary, AB

Full-time, Contract, Permanent

Job details

Job type

Part-Time - with some full-time hours during RRSP season

Contract

Permanent

Experience:

customer service, 1 year (Preferred) administrative assistant, 1 year (Preferred)

Full

The Pelican Group is a very successful detail focused investment and financial planning practice. We are seeking an energetic, detailed and organized individual to join our team as an Advisor Assistant and Front Desk Receptionist. The qualified candidate will be part of a team that provides outstanding operations and administrative support. The primary responsibility is to provide professional investment and insurance administrative support along with reception duties. The candidate should possess an understanding of the financial industry and be familiar with life insurance products.

Although routine responsibilities will vary you will be expected to:

Greet all incoming guests, visitors, and members professionally, help them with directions or any appropriate information that they need Answer incoming telephone calls, voicemail, and e-mail; determine the purpose of the callers and forward calls to appropriate personnel, take messages as requested, or make appointments when necessary Review all correspondence directed to the partners and determine appropriate course of action - handling and redirecting mail, scanning, filing, draft response, immediate action, etc. Collect, sort, distribute and prepare correspondence, mail, messages and courier deliveries Create and print fax sheets, memos, mail, reports and other documents Maintain paper and electronic filing system and active records of all cases Ensure effective communication between all parties (clients, advisors, fund, and insurance companies) Handle client requests from the advisor and/or team and collaborating with team members to determine priorities and timelines. Respond to client inquiries via telephone, email, video conference and in person. Prepare, process and follow-up on client documentation for proper maintenance of accounts. Analyze client accounts to prepare for activities that support Investment Advisors Closely monitor and follow up on day-to-day transactions like deposits, redemptions, transfers, and other instructions for investment accounts. Submit and follow up on insurance applications. Organizing and maintaining paper and electronic client files, preparing reports, statements, letters, and other correspondence. Knowledge of industry regulatory rules, relevant legislation, requirements, and keeping up with systems, data and regulatory changes and ability to ensure compliance and risk management rules are abided by. Maintain existing life insurance policies and assist with new policies. High standards of ethics and ability to handle sensitive and confidential information in a professional manner. Perform additional administrative duties as required, and complete special projects as requested.

Required Experience and Skills:

Intermediate knowledge of MS Office, Outlook and investment software. Ability to implement and administer a CRM and gather system with client information to build and maintain the database and file system. Organizational and time management skills with proven ability to effectively prioritize workflow and move between projects. Ability to multi-task, prioritize and should be comfortable working in a fast-paced environment. Outstanding interpersonal and written skills. Capacity to develop and maintain relationships and ensure excellence in all interactions to provide consistent experience for existing clients and prospects. Excellent client service skills with the ability to anticipate and respond to client needs. Self-motivated with the ability to work independently and be committed to being a part of a functioning team. Proven ability to exercise good judgment, show initiative and be proactive. Demonstrate maturity and ability to respond appropriately in stressful situations. Good competitive compensation package.

Application Deadline:

2025-10-31

Expected Start Date:

2025-11-10

Job Types:

Part-time, Contract, Permanent

Schedule:

Monday to Friday

Administrative Duties:

Scheduling Sorting and sending mail Answering and routing phone calls Preparing investment and insurance paperwork

Work remotely:

No
Job Types: Part-time, Permanent, Fixed term contract

Pay: $15.00-$23.02 per hour

Application question(s):

What is your investment knowledge?
Experience:

Reception: 1 year (required)
Work Location: In person