Position Summary:
The Administrative Assistant will use proactive problem solving, exceptional communication skills, and meticulous attention to detail to perform administrative duties in support of the Financial Advisor firm’s needs and daily business operations. This role will be the ‘face’ of the office who is opening / closing the office, welcoming clients with a ‘white glove’ service acumen, and facilitating day-to-day duties which allow the business to execute.
Essential Roles and Responsibilities:
- Acts as an key assistant and client resource for daily needs of service.
- Client scheduling, preparation of those meetings, and creating a welcoming atmosphere for high-level client experience.
- Logging of and compliance to file upkeep within firm and industry standards.
- Demonstrate best-in-class service skills to enhance the Financial Advisor experience.
- Develop and demonstrate critical thinking and problem-solving skills to contribute to a culture of excellence.
Weekly and Monthly Responsibilities:
- Managing calendars for Financial Advisors.
- Ordering supplies and executing procurement related to budget guidelines.
- Support community outreach and client-care by coordinating or planning events for the Financial Advisors to attend. This may include invitation creation, submittal to compliance for approval, and mailing to clients.
- Support marketing campaigns by partnering with internal or external resources to satisfy growth of the business.
- Gain and grow a working knowledge of the financial industry.
- Staying abreast to technology updates within office-related and financial advising software.
- Open accounts and upload forms into appropriate technology systems.
- Enter daily tasks into the CRM and other systems to ensure efficiency of operation.
- Prepare applications for client appointments.
- Process account opening documents.
- Process ‘move money’ requests.
- Handle notifications regarding any account issues.
- Track account transfers through CRM system and notify advisor when accounts are funded.
- Run reports and monitor client databases for the advisors.
- Perform other duties as required to support business scope.
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with financial advisor(s), clients, and the business.
Essential Qualifications:
Education
- High school diploma or GED required.
- Associate’s degree in Finance or Business preferred.
Experience
- 3 years’ experience in a professional administration or customer service role required.
- 2 years’ experience in the financial industry and/or specifically working for a Financial Advisor preferred.
- 2 years’ experience working within Microsoft Office required.
- 2 years’ experience working within financial industry software preferred.
Working Conditions:
Physical Demands
- Requires vision, speech, and hearing and a low level of physical activity to include sitting, standing, walking, lifting and carrying as required.
Environmental factors
- Primarily Indoors; office-setting.
Job Type: Full-time
Pay: From $21.00 per hour
Expected hours: No more than 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Work Location: In person