Executive Support Specialist

At Wagner, Livock & Associates, we work together to make a meaningful impact on our clients’ lives and build an environment where every member of our team discovers their greatest potential. As an Executive Support Specialist, you will play a pivotal role as the right hand to our senior executives, an essential part of the executive team’s success, making a tangible impact on the firm’s operations and its ability to deliver exceptional financial services to our clients.

This role involves managing complex schedules, facilitating high volumes of communication, maintaining and enhancing relationships with professionals and high-level clients, providing comprehensive administrative support, ensuring the smooth execution of day-to-day operations, and handling sensitive information with discretion. The ideal candidate is not only highly organized but also possesses strong interpersonal skills and a deep understanding of business acumen, operations, management, and/or financial services.

You’ll Get To…

  • Oversee the executive’s schedule, including coordinating meetings, appointments, and travel arrangements. Ensure that the executive’s time is managed effectively, with priorities and deadlines clearly communicated.

  • Serve as the primary point of contact between the executive and internal/external stakeholders. This includes screening calls, managing emails, and handling correspondence to ensure that all communications are streamlined and prioritized.

  • Prepare agendas, presentations, and reports for executive meetings, often involving financial data, market analysis, and strategic planning documents. Take detailed minutes during meetings and follow up on action items to ensure completion.

  • Handle the preparation, review, and organization of documents related to mutual funds, life insurance, and financial planning. This includes drafting, editing, and distributing reports, proposals, and client communications.

  • Safeguard sensitive information, maintaining confidentiality and discretion in handling proprietary and personal data, including client records, financial statements, and strategic initiatives.

  • Assist in managing specific projects or initiatives within the firm, providing support in terms of research, scheduling, coordination of resources, and tracking progress.

  • Facilitate high-level client interactions, including scheduling meetings, and preparing client-facing documents.

  • Serve as a point of contact for key clients when the executive is unavailable.

  • Help maintain strong relationships with clients, partners, and key stakeholders by managing communications, sending out updates, and ensuring that the executive remains informed about client needs and concerns.

  • Act as a liaison between the executive and other departments or team members, ensuring that information flows smoothly and that the executive is kept informed of developments within the firm.

Who We’re Looking For

  • Comfortable working independently and taking initiative, with the ability to anticipate the needs of the executives you support.

  • Ability to handle sensitive information discreetly and maintain a high level of professionalism at all times.

  • Extreme proficiency with written and verbal communication skills, with the ability to convey information clearly and professionally.

  • Availability during business hours (8:30AM to 4:30PM EDT) to work a 37.5 hour work week Monday to Friday.

  • 2+ years customer-facing experience required in a similar role (retail, hospitality, online support).

  • Proficiency with decoding conversations, identifying the cause, and aligning on end goals.

  • Capability of prioritizing competing requests.

  • Ability to work independently and as a member of highly functioning team.

  • Proactive thinker and problem solver with a service-oriented attitude.

  • Ability and willingness to learn and develop new skills.

  • Extreme proficiency in typing accuracy and speed (80th percentile | minimum 75 WPM), computer literacy, and Microsoft Office Suite of software’s.

  • Proficiency and understanding of CRM (Customer Relationship Management) software such as Salesforce is an asset.

  • Familiarity with Sun Life proprietary software is an asset.

  • Familiarity or experience with other CRM software is an asset.

  • Business administration or financial background is an asset.

Benefits & Perks

  • Competitive salary.

  • Life & extended health insurance with 100% covered premiums for you and dependent(s) - spouse/children if applicable.

  • Comprehensive Short-term, Long-term Disability benefit, Dental benefit, and Critical Illness benefit.

  • Second Opinion Consult services (world-class medical differential diagnosis).

  • EFAP (Employee and Family Assistance Program).

  • Flexible paid time off.

  • Approved continued education reimbursement.

  • Approved professional designation program reimbursement/sponsorship.

  • Employee donation match to community organizations.

  • Multiple employee appreciation/team building events throughout the year.

  • Reimbursement of premiums for applicable license(s)/designation(s), membership(s), E&O insurance, CE credit program.

  • Free private lot downtown parking.

  • Close proximity to cultural landmarks such as Victoria Park.

Cash Compensation Range (CAD)

  • $40,000 - $60,000

  • The base cash compensation (salary) for this position will vary based on job-related criteria including relevant skills, experience, licensing, and professional industry accreditation, among other factors.

  • In addition to the cash compensation above (which includes base salary and, where applicable for eligible roles, may include on-target commissions, bonuses and/or overtime pay).

Apply today.