Who we are:
We are a service-oriented financial planning firm offering a wide range of services, from investments and insurance to retirement planning. Our office provides a comfortable and professional work environment where quality of service is paramount, and independence is valued. We offer a collaborative, supportive atmosphere with opportunities to grow and make a meaningful contribution to our team's success.
Job Description:
Are you a detail-oriented, organized professional with a passion for delivering excellent service? Do you thrive in a fast-paced environment where independence and teamwork are equally valued? If so, our multifaceted financial planning firm is seeking a skilled administrative assistant to join our dynamic team in-office.
Please note: This position requires in-office presence and is not a remote role.
The ideal candidate will possess a high level of integrity, a strong work ethic, and a positive attitude. You will be an essential part of our team, supporting clients and team members in a friendly, professional environment. Our office culture emphasizes service excellence and collaboration without sacrificing the quality of results.
Responsibilities:
- Greet and welcome visitors, providing refreshments as needed and ensuring timely communication of their arrival to the appropriate team member(s).
- Manage the office calendar, including scheduling and confirming appointments, and updating marketing events.
- Answer phone calls, take detailed messages, and handle client inquiries, transferring calls to advisors as necessary.
- Handle incoming and outgoing mail and shipments.
- Assist with the preparation of advisor files and reports for client meetings on a weekly basis.
- Maintain detailed notes and tasks in the CRM system for all client and prospect communications.
- Support office marketing efforts by preparing event calendars, attending engagements, and assisting in event execution.
- Assist in creating and maintaining efficient office procedures and workflows.
- Maintain confidentiality with all client, prospect, and employee information.
- Participate in office and client events, providing support as needed.
Qualifications:
- Must be passionately committed to serving and caring for others.
- Ability to handle multiple projects simultaneously and operate successfully under deadlines.
- Comfortable in a phone-based and client-facing environment.
- High attention to detail and ability to deliver error-free work.
- Proficiency in Microsoft Word and Excel is required.
- Experience in managing schedules for multiple people.
- Strong organizational skills and an independent problem-solver.