We are looking for a reliable and responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Step into an instrumental role to help conduct the smooth operation of a fast-paced and friendly financial planning and wealth management office.
The administrative assistant supports many different administrative and operational tasks for which the firm is responsible and allows the advisor and team to focus more time and energy on client acquisition and deepening client relationships
This role provides on-site administrative support by scheduling meetings, preparing presentations, preparing client communications, and tracking business correspondence. The admin is also responsible for responding to ad hoc requests, coordinating/tracking projects and/or managing business-as-usual projects such as filing, copying, researching printer problems, and/or organizing the logistics of a client seminar. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our firm.
Responsibilities – May change over time to meet the needs of the firm and can include other duties as assigned.
- Copy and track all client and firm materials including business correspondence.
- Copy and follow-up with custodian on related issues.
- Schedule client appointments and prepare agendas / forms for appointments.
- Conduct client appointment reminder calls and check-in calls on follow up items.
- Assist the team as needed in performing clerical duties.
- Provide office support as needed including scanning docs, prepping conference rooms, hospitality, mail handling, and file maintenance, etc.
- Perform other allowable duties as assigned by the team.
- Greet clients upon arrival and extend hospitality to clients.
- Set up and maintain client management system.
- Write notes or letters to clients on personal letterhead of administrative nature only and administer client appreciation.
- Document client contacts/calls.
- Track client special events and make appropriate contact per established client contact model.
- Duties may change over time to meet the needs of the firm.
Qualifications:
- College degree or equivalent
- 3+ Years’ experience
- Proficient in Microsoft Office suite
- Strong organizational and computer skills
- Direct attention to detail and organization
- Effective communication with clients and advisors/team, strong written and verbal skills
- Effective and efficient time management
- Polite and clear phone manner
- Ability to multi-task
- Ability to adhere to rules and regulations as stated and required by the firm
- Ability to support and provide guidance for compliance within the firm
- Positive attitude and sincere willingness to constantly learn and grow