Job Description

Administrative Assistant supporting two Financial Advisors in a busy environment. The position requires expertise in multi-tasking using several software programs, adhering to office procedures, providing information and assistance as needed, and being a team member.

The ideal candidate will consistently attend to the advisors' priorities, the clients' needs, and be able manage the office environment, while maintaining smooth operations. Integral in a small office environment is forthright, professional, strong communication and high ethical standards. The role also requires the candidate to possess the ability to multitask, prioritizing tasks effectively, demonstrating keen attention to detail, and ensuring thorough follow-through with each activity. Having a willingness to embrace new technologies and explore innovative procedures is essential. Prior experience in Financial Services is preferred.

Responsibilities include:

• Providing administrative support and coordinating relationships within the office, assisting clients and advisors in a professional manner.
• Greeting clients, answering phones, addressing client inquiries, preparing forms and reports, processing completed forms, maintaining records, and identifying and resolving issues as they arise.
• Overseeing office operations, managing inventory and supplies.
• Completing projects independently and fulfilling daily, weekly, and monthly tasks.
• Utilizing Windows-based computer systems, including Word, Excel, PowerPoint, Outlook, and database management.
• Demonstrating willingness to learn and develop proficiency with new technologies and skills.
• Scheduling and confirming meetings, managing advisors’ calendars, collecting meeting information, following up, tracking, and completing action items.
• Developing and adhering to current processes aimed at improving client experience, engagement, and office efficiency.
• Serving as a resource for resolving office-related issues.
• Managing confidential and sensitive information appropriately.
• Ensuring compliance with industry standards and corporate policies.
• Accepting direction from the advisors.
• Planning, managing, and helping to execute on client events and seminars.
• Being accountable for the responsibilities and the role.

Qualifications

• At least 2 years’ financial services experience preferred.
• Strong and transparent interpersonal, customer service, and communication skills.
• Strong organizational skills.
• Ability to multitask and take initiative and accountability.
• Proficient in Microsoft Office products.
• At least a 2-year associate’s degree is preferred.

Competitive salary and retirement plan after tenure. 

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