Personal Assistant​/Office Administrator

A new and exciting opportunity has come up with a successful Financial Advice firm in Ipswich. This role would suit someone with a background in administration or personal assistant background. This will be an office based role.

Duties include:

• Weekly Adviser diary check
• Meet/communicate with Advisers as required to obtain regular updates for all in- progress work
• Prepare presentation packs for client meetings
• Welcome calls/emails – Calling new clients to let them know funds have reached their account
• Ad hoc Client letters (mail merge)
• Write Suitability letters
• New Business Submissions
• Chase pipeline business (with providers and clients)
• Check Business Manager for missed applications
• Change of client details
• Client withdrawals
• Client transfers (from one Adviser to another)
• Create a Prospect on Salesforce/update as necessary
• Booking client Annual review meetings
• Letter of Authority process from start to finish.
• Answer incoming telephone calls.
• Deal with clients' queries.
• Produce meeting prep for all Annual review meetings.
• Create Annual review letters from Adviser handover document.
• Produce Annual review packs and send to client(s), post-meeting. Close the advice line down, etc.
• Chase Advisers to produce Annual review handover documents when out of SLA.
• Complete Fund switches.
• Send meeting confirmations to clients for all meetings as required.
• Weekly Adviser diary check (to ensure all Annual reviews are logged correctly).
• Pull client birthday card report (monthly) - order gifts and write birthday cards/Christmas cards for clients.
• Send client birthday eCards.
• Order client gifts.
• Support with event planning and coordination.
• Order monthly and quarterly online wealth accounts
• Meet and greet clients for their on-site meetings, ensuring they have a car parking space in advance (when required) - put out a bollard and remove it in time.
• Ensure office meeting rooms are booked, and we have a list of clients visiting the office ready for the next day.
• Manage booking of meeting rooms.
• Incoming post.
• Outgoing post.