Administrative Assistant

Compensation: $55k-$60k which includes salary plus bonus

Our client is a dynamic, boutique wealth management firm with a mission to educate the community on all things financial and empower others to live their best lives. They design a personalized plan and help clients execute it by safely navigating their financial journey and having meaningful adventures.

They are adding an Administrative Assistant to support the firm.

Individual Characteristics for this Role:

• You are an extremely organized individual – you are naturally driven to make order out of chaos.
• You handle organizational tasks quickly, effortlessly and with a smile on your face!
• You are known for your “nurturing” tendency and enjoy assisting the financial planner by taking tasks “off of their plate,” both personal and work related, so they can stay more focused on the client relationship.
• You take pride in representing the team and the values they share.
• You have strong communication skills and can explain things clearly and effectively as to what needs to be done to other team members and to the clients.
• You enjoy checking things off your to-do list on a daily basis.
• You have an inclination towards systems and enjoy making sure that all systems are being executed and being prepared in advance.

The Job Duties:

• Servicing Client Needs for Insurance and Investments:
• Answering client phone calls within three rings with a smile on your face.
• Providing expectation to them of when their request will be completed.
• Returning voicemails the same day.
• Preparing servicing forms, either electronic or paper for client requests.
• Updating the service work tracker on a daily basis to ensure that all team members can see the current status of a service item if you are unavailable to assist the client.
• Ensuring the service request was executed correctly the following business day and information the client the request has been completed.
• Documentation of client interactions and processes on a daily basis in Salesforce.
• Logging all interactions and service work related information into Salesforce in ongoing tasks and calls logs for each interaction.
• Client Meeting Preparation - Preparing the client file, meeting agendas and details that are needed for each client meetings. All files are prepared according to the “File Prep Checklist” three weeks in advance and are placed in the leader's office the last day of the work week. Continue to monitor calendar to ensure that any additional appointments that are added to the calendar since you finished preparing for that week have been pulled and prepped as well.
• Social Media – Create a monthly posting schedule that is pre-approved by the Director of Operations prior to posting each week and the language should be edited to ensure that it has the correct tone of voice. A minimum of three posts should be scheduled each week. Two should be social in nature and one educational/informational. Video content should be posted twice per month. Scripts should be pre-approved by compliance at least one month prior to intended recording dates. Video recording dates should be planned for on a quarterly basis with the intent of recording for an entire quarter of content and/or pictures. Draft content for video scripts on a quarterly basis. These should be edited by leadership and/or Director of Operations prior to submitting for approval. Content ideas should be found by looking at other financial advisor online pages and company social media library.
• Website – the website should be updated on a monthly basis and should include all videos posted on social media.

Qualifications

• 2+ years of experience as an Administrative Assistant (or similar role)
• At least 1 year of experience with social media posting and content creation desired
• High attention to detail and strong organizational skills
• Excellent communication skills
• Financial services experience preferred
• Associate's degree preferred

Compensation

• $55k-$60k which includes salary plus bonus