Financial Advisory Administrative & Client Support VA

Financial Advisory Administrative & Client Support Virtual Assistant

Location: Remote — Philippines
Employment: Full-Time, Long-Term
Working Hours: 40 hours/week, Monday–Friday, aligned with Singapore business hours
Salary: USD $3–$5/hour, depending on skills and experience

About the Role

I am a Singapore-based financial adviser with over 11 years of experience helping individuals and families with wealth accumulation, investments, retirement planning and insurance protection.

I'm looking for a highly organised, reliable and proactive Virtual Assistant to manage the day-to-day administrative operations of my financial advisory practice.

My business runs on established systems within Google Workspace, particularly Google Drive, Google Sheets and Google Docs.

You will be responsible for maintaining these systems, managing administrative workflows, communicating with clients regarding policy servicing matters, and ensuring that tasks are completed accurately and on time.

This is a long-term position for someone who takes ownership of their work and enjoys keeping an organised business running smoothly.

Key Responsibilities

1. Google Workspace & Administrative Operations

• Manage and maintain Google Drive folders, spreadsheets, documents and administrative records.
• Update client databases, tracking sheets, task lists and operational dashboards.
• Maintain accurate and consistent information across different files and systems.
• Organise documents using established folder structures, naming conventions and workflows.
• Prepare, update and format Google Docs, Sheets, Forms and other administrative materials.
• Identify incomplete information, duplicate records, inconsistencies and missing documents.
• Track deadlines, outstanding tasks and action items.
• Suggest improvements to existing workflows and systems.

2. Insurance & Investment Policy Administration

• Prepare and organise policy-related documents, forms and administrative paperwork.
• Track new applications, renewals, policy servicing requests and outstanding submissions.
• Monitor administrative matters such as missing documentation, payment status and policy servicing deadlines.
• Follow up with relevant parties on outstanding administrative requirements.
• Update client records and policy tracking sheets based on verified information.
• Maintain clear records of completed actions, pending matters and follow-ups.
• Escalate unusual, incomplete or time-sensitive matters promptly.

All regulated financial advisory activities, recommendations and financial decisions remain the responsibility of the authorised financial adviser.

3. Client Communication & Servicing Support

• Communicate professionally with clients through approved email , messaging and other designated channels.
• Respond to routine administrative enquiries regarding their insurance and investment policies.
• Request missing documents and clarify administrative requirements.
• Provide verified updates on the progress of applications and servicing requests.
• Coordinate appointments, reminders and follow-ups.
• Maintain professional, courteous and timely communication.
• Escalate policy advice, investment questions, complaints and sensitive matters to me instead of answering independently.

4. Workflow Management & Reporting

• Maintain daily and weekly task trackers.
• Prioritise tasks according to urgency and deadlines.
• Follow through on pending matters until they are resolved.
• Prepare concise progress updates and highlight outstanding issues.
• Check completed work for accuracy and completeness before marking tasks as done.
• Maintain clear records of actions taken and communications sent.
• Assist with other general administrative responsibilities as needed.

Requirements

Essential Skills

• Strong proficiency in Google Workspace, especially Google Sheets, Google Docs, Google Drive and Gmail.
• Comfortable with spreadsheet formulas, filters, sorting, conditional formatting and data validation.
• At least 2 years of relevant administrative, virtual assistant or operations support experience preferred.
• Excellent written and spoken English.
• Confident communicating professionally with clients.
• Exceptional attention to detail and accuracy.
• Strong organisation, time management and task prioritisation.
• Able to follow established procedures carefully and consistently.
• Proactive about deadlines, follow-ups and identifying potential problems.
• Good problem-solving ability and willingness to learn new systems.
• Reliable internet connection and a professional remote working environment.
• High standards of confidentiality and integrity.

Preferred, but Not Essential

• Previous experience supporting financial advisers, insurance agents or financial services companies.
• Familiarity with insurance and investment policy terminology.
• Experience with CRM systems, workflow automation or advanced Google Sheets.
• Experience supporting a Singapore-based business.

Industry-specific procedures and systems training will be provided.

What I Value

I'm looking for someone who is more than a data-entry assistant.

I value accuracy, efficiency, accountability, initiative and integrity.

You should be someone who:

• Pays attention to details without losing sight of deadlines.
• Follows instructions accurately but also thinks independently.
• Takes ownership of assigned tasks from start to completion.
• Communicates clearly when something is unclear or requires attention.
• Follows up proactively instead of waiting for repeated reminders.
• Treats confidential client information with utmost care.
• Is receptive to feedback and continuously improves.

I will provide established systems, clear expectations and guidance. In return, I expect consistency, professionalism and genuine responsibility for the work entrusted to you.

Working Arrangement

• Remote.
• Full-time, 40 hours per week.
• Monday to Friday, with working hours aligned to Singapore business hours.
• Long-term opportunity with ongoing training.
• Salary: USD $4–$6/hour, commensurate with experience and demonstrated ability.
• Continued development and increased responsibilities based on performance.

How to Apply

Please provide:

1. A brief introduction about yourself and your relevant administrative experience.
2. Details of your experience with Google Sheets, including formulas and functions you can confidently use.
3. Any previous experience supporting insurance, investment, financial services or other client-facing businesses.
4. A short explanation of how you organise and track multiple tasks and client follow-ups.
5. A 1–2-minute video introducing yourself in English, so I can assess your communication skills.
6. Your expected hourly salary and availability.
7. Your computer specifications and internet connection details.

Attention-to-detail test

Begin your application with the words "Accuracy Builds Trust".

Shortlisted applicants will be invited to complete a paid practical assessment involving Google Sheets, document organisation and professional client correspondence, using fictional client information.

I look forward to working with someone who brings professionalism, initiative and pride to their work.