Administrative Assistant

The Administrative Assistant supports the core functions of the Advisor team as they relate to the overall needs of the practice. Securities Licensing is not required, but future licensing and growth opportunities are a possibility.

Core functions include:

  • Provide a welcoming atmosphere to all prospective and existing clients of the practice through both telephone and face-to-face contact
  • Provide a timely, accurate, high level of service regarding the execution of all account related matters
  • General office functions

Tasks/Responsibilities include but are not limited to:

  • Answering incoming phone lines, assisting with inquiries/requests, and screening to assure incoming calls are redirected to the appropriate team member
  • Greeting incoming clients and vendors to assure they are comfortable while waiting for their appointment
  • Oversee the asset transfer process: establish rapport with custodial contacts to ensure timely and accurate completion of requests
  • Prepare account paperwork for opening new accounts and/or annuities, terminated accounts and/or account transfers

Meeting Preparation and Takedown Processing to include:

  • Appointment confirmations delivered to client in a timely manner
  • Preparation of meeting agenda shell
  • Document preparation, timely processing, and tracking of new documents or account service paperwork

Knowledge, Skills, Education and Experience:

  • Excellent verbal and written communication skills
  • Proficiency in Word, Excel, Outlook, and CRM software
  • Ability to work independently and establish priorities
  • Ability to handle multiple requests simultaneously and respond quickly
  • Highly organized, with absolute attention to detail
  • Ability to project a professional image and firm’s brand to clients by the way in which he/she conducts himself/herself and the quality of the work produced
  • High School Diploma required. Minimum of Associate’s Degree preferred
  • Minimum of 3 years proven success in an administrative support function is a plus