Administrative Assistant (Full-Time)
About Us
We are a dynamic, client-focused financial services team dedicated to providing exceptional support and wealth management solutions to our clients. We pride ourselves on building strong relationships, maintaining high organizational standards, and fostering a collaborative, welcoming office environment.
Role Overview
We are seeking a highly organized, reliable, and proactive Administrative Assistant to join our team on a full-time basis. As the first point of contact for our clients, you will play a crucial role in managing daily office operations, delivering top-tier client service, and handling essential account administration. The ideal candidate is someone who takes initiative, adapts easily to changing priorities, and is eager to learn and grow within the financial administration space.
Key Responsibilities
Client Relations & Front Office
- Answer incoming phone calls with a polite, professional telephone manner and direct inquiries appropriately.
- Book client appointments and manage schedules, including creating and sending Zoom meeting links.
- Respond promptly and professionally to client inquiries regarding account maintenance.
- Organize and manage personal client touches, such as mailing monthly birthday cards and statements.
Account Administration & Financial Operations
- Open new client accounts and ensure all required onboarding documentation is complete.
- Facilitate client financial transactions, including contributions, withdrawals, Pre-Authorized Contributions (PACs), and Systematic Withdrawal Plans (SWPs).
- Proactively review client files to ensure banking information and identification (ID) remain current and compliant.
- Manage annual tax reporting processes and administrative requirements.
Office & Practice Management
- Manage insurance licensing administrative tasks and profiles.
- Oversee internal bill payments and maintain accurate, up-to-date financial record-keeping.
- Maintaining client files (scanning, filing etc.)
- Coordinate essential office services, including deliveries, secure paper shredding, office equipment, and phone system maintenance.
What You Bring (Qualifications & Skills)
- People-First Attitude: Outstanding interpersonal skills with a warm, polite, and professional demeanor (especially over the phone).
- Organizational Excellence: Exceptional organizational skills with a sharp eye for detail and data accuracy.
- Reliability: Dependable, punctual, and committed to maintaining confidentiality and trust.
- Proactive Mindset: A self-starter who naturally takes initiative and anticipates office or client needs.
- Adaptability: Highly flexible and capable of managing multiple tasks in a fast-paced environment.
- Growth Mindset: A strong willingness to learn new systems, financial processes, and industry compliance standards.
What We Offer
- Compensation: Competitive base salary commensurate with experience.
- Environment: A supportive, professional team environment with opportunities for professional development.
- Schedule: Full-time hours.
Pay: $50,000.00-$55,000.00 per year
Benefits:
- On-site parking
- Paid time off
Work Location: In person
