Executive Assistant

Executive Assistant – Financial Services

Amber MacInnis Insurance & Financial Services Inc. — Co-operators Insurance

Location: Nova Scotia – location/flexible work arrangement negotiable

Employment Type: Permanent, Full-Time

Salary: $52,000–$60,000 per year, based on experience

Reports to: Amber MacInnis and Amanda Rylott

About the Role

Amber MacInnis Insurance & Financial Services Inc. is looking for a highly organized, detail-oriented and client-focused Executive Assistant to support our Financial Advisors and help keep the day-to-day operations of our financial services practice running smoothly.

This is an excellent opportunity for someone who enjoys creating order, keeping people and priorities organized, communicating with clients, and working in a professional, fast-paced environment.

The successful candidate will work closely with our Financial Advisors and gain practical exposure to financial services, investments, life insurance, client relationship management and the documentation and record-keeping practices required within a regulated industry.

Because this role involves confidential client and financial information, discretion, accuracy, professionalism and attention to detail are essential.

What You'll DoAdvisor & Appointment Support

• Coordinate and schedule financial planning and client appointments.
• Prepare appointment agendas and supporting information.
• Send appointment confirmations and reminders.
• Coordinate client follow-ups and outstanding action items.
• Maintain advisor calendars and help ensure priorities and deadlines stay on track.

Client & Transaction Support

• Follow up on investment transactions and outstanding documentation.
• Track life insurance applications and required next steps.
• Communicate professionally with clients regarding outstanding information, documentation and next steps.
• Follow up on missed and past-due payments for life and wealth clients.
• Escalate issues appropriately to the Financial Advisors when required.

Records & Compliance Support

• Create, organize and maintain new and existing client records.
• Ensure documentation is complete, organized and accurately recorded.
• Support the record-keeping processes required within the insurance and financial services industry.
• Handle sensitive client and financial information with a high level of confidentiality and discretion.

Administrative & Operational Support

• Work collaboratively with Financial Advisors and other team members to support daily agency operations.
• Monitor outstanding tasks and follow-ups to help prevent deadlines or client commitments from being missed.
• Assist with general administrative projects and evolving operational needs.
• Use technology and internal systems to improve organization, communication and workflow.

What We're Looking For

The right person for this role is someone who notices the details others might miss.

You are organized, dependable and comfortable managing multiple priorities at once. You communicate professionally with clients and colleagues, follow through on commitments and take pride in keeping information accurate and organized.

Required Qualifications

• Bachelor's degree, college diploma or a combination of relevant education and experience.
• Previous customer service experience.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Strong interpersonal and time-management skills.
• Confidence communicating professionally with clients by phone and email.
• Ability to manage multiple priorities, deadlines and follow-up items.
• Strong proficiency with Microsoft Office.
• Comfort working in a technology-dependent environment.
• Ability to handle confidential and sensitive information appropriately.

Assets

• Previous experience within insurance, banking, investments, wealth management, accounting or financial services.
• Experience supporting Financial Advisors or other regulated professionals.
• Experience with Salesforce or another CRM.
• Experience using Microsoft Copilot or other AI-enabled productivity tools.
• Experience with client documentation, transaction processing or compliance-related record keeping.

You'll Be Especially Successful Here If You Are

• Someone who naturally creates systems and keeps things organized.
• Comfortable following up when something hasn't been completed.
• Detail-focused without losing sight of the bigger picture.
• Professional and approachable with clients.
• Able to work independently while also collaborating closely with a team.
• Comfortable learning new technology, systems and processes.
• Proactive — you don't always need to be told what needs to happen next.
• Reliable and consistent in your follow-through.

For someone interested in building a long-term career within financial services, this role offers meaningful exposure and opportunity for professional growth.

Conditions of Employment

The successful candidate will be required to successfully complete a Criminal Record Check and Consumer History Background Check as a condition of employment.

We thank all applicants for their interest. Only candidates selected to move forward in the recruitment process will be contacted.

Pay: From $55,000.00 per year

Benefits:

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Wellness program

Work Location: Hybrid remote in Halifax, NS B3L 2C2