Job Description

Key Responsibilities: Administrative Support:

• Manage calendar, schedule appointments, events and coordinate meetings.
• Prepare and distribute correspondence, reports, presentations and insurance claims
• Handle incoming calls, emails, and other forms of communication and prioritize them accordingly.
• Maintain and update client\'s databases and other records as required.
• Perform general administrative tasks such as filing, photocopying, and ordering office supplies.

Client Relationship Management:

• Greet clients, answer inquiries, and provide a professional and friendly first point of contact.
• Assist clients with appointment scheduling and rescheduling as necessary.
• Coordinate client meetings, prepare meeting materials, and ensure a smooth flow of communication between the consultant and clients.
• Maintain confidentiality and handle sensitive client information with discretion.

Document Preparation and Organization:

• Draft and edit various documents, including reports, presentations, and financial statements.
• Review and proofread documents for accuracy and completeness.
• Organize and maintain electronic and paper filing systems.
• Ensure that documents and files are properly archived and easily accessible.

Research and Analysis:

• Conduct research on financial topics, market trends, and industry developments as assigned by the consultant.
• Compile information and prepare reports based on research findings.
• Analyze data and assist in preparing financial models, charts, and graphs.

Travel and Event Coordination:

• Make travel arrangements, including booking flights, hotels, and transportation for the consultant and clients.
• Coordinate and organize events, seminars, and conferences, including logistics, registrations, and catering arrangements.

Qualifications and Skills:

• High school diploma or equivalent; additional education or certification in office administration or a related field is a plus.
• Proven experience as a secretary, administrative assistant, or similar role.
• Strong organizational and time management skills, with the ability to multitask and prioritize tasks effectively.
• Excellent verbal and written communication skills.
• Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of financial services terminology and concepts is beneficial.
• Attention to detail and high level of accuracy.
• Discretion and ability to maintain confidentiality.
• Professional and friendly demeanor, with excellent customer service skills.
• Ability to work independently and collaboratively in a team environment.Administrative Support: Assist in daily administrative tasks such as managing schedules, appointments, and calendars, coordinating meetings, and arranging travel itineraries. Prepare and distribute correspondence, memos, reports,, presentations and client claim processing.

Communication: Serve as a primary point of contact for internal and external stakeholders. Answer phone calls, respond to emails, and handle inquiries professionally. Screen and redirect calls and messages as appropriate. Documentation and Record-Keeping: Maintain and organise paper and electronic files, records, and documents. Ensure documents are properly stored, indexed, and easily retrievable. Prepare and edit documents, including letters, reports, and presentations. Meeting Coordination: Schedule, coordinate, and prepare for meetings, conferences, and appointments. Arrange necessary facilities, equipment, and catering. Take meeting minutes, transcribe and distribute them to relevant parties. Data Management: Assist in managing databases and information systems, ensuring accuracy, completeness, and confidentiality of data. Compile and analyse data for reports or presentations. Travel Arrangements: Make travel arrangements, including flight bookings, hotel accommodations, transportation, and visa processing. Prepare travel itineraries and ensure all necessary arrangements are in place. Office Organization: Maintain office supplies inventory and place orders when needed. Coordinate maintenance and repairs of office equipment and facilities. Keep the office environment tidy and organised. Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality. Adhere to company policies and regulations related to data protection and privacy. Time Management: Prioritise tasks and manage time efficiently to meet deadlines. Coordinate and schedule appointments, meetings, and events to optimise productivity. Collaboration: Work collaboratively with other team members and departments to ensure smooth communication and efficient workflow. Provide support and assistance to colleagues when necessary. Skills and Qualifications:

• Strong organisational and multitasking abilities
• Excellent verbal and written communication skills
• Proficiency in using office productivity software (e.g., Microsoft Office Suite)
• Attention to detail and high accuracy in work
• Ability to maintain confidentiality and handle sensitive information
• Strong problem-solving and decision-making skills
• Professional demeanour and interpersonal skills
• Adaptability and ability to work under pressure
• Familiarity with office equipment and procedures
• Knowledge of data management and record-keeping principles
• insurance industry experience and knowledge an advantage

Job Type: Full-time Salary: From $2,600.00 per month Benefits:

• Employee discount
• Health insurance

Schedule:

• Monday to Friday

Supplemental pay types:

• Performance bonus
• Yearly bonus

Work Location: In person