Administrative Assistant

Job Description Job Overview

The client services administrator supports a financial advisor (or advisor planning team) with their client activity. This role conducts administrative tasks assisting in processes for ongoing services items, and general day to day planning practice operations. The client services administrator will be in communication with the financial advisor’s clients and may have to work with other financial advisors and team members on joint work cases.

• Answer incoming phone calls and handle appropriately
• Schedule and confirm client appointments
• Greet clients for in-office meeting
• Manage client files, contact information and CRM (Contact Relationship Management) database
• Prepare and process client related paperwork
• Track activity of client related processes and follow up on items until completion
• Assist financial advisor with administrative tasks related to service meetings
• Assist financial advisor with administrative tasks related to their overall marketing plan
• Track the purchase and renewal of the financial advisor’s license requirements
• Assist the advisor with purchase or renewal of licenses
• Schedule non-client meeting for the financial planner
• Assist advisor with overall management of their calendar
• Follow up with financial advisor on any pre or post client meeting items that are needed
• Receive and sort incoming mail
• Send outgoing correspondence

• Exceptional communication and interpersonal skills
• Excellent organizational skills
• Skilled attention to detail
• Proficient with Microsoft Word, Excel, and Outlook
• Ability to adapt to changes quickly
• Can work independently
• Capable of working through challenges effectively
• Ability to work on multiple projects and deadlines
• Dependable and punctual

The role is a full-time in office position.