Administrative Assistant/Appointment Setter

Purpose of this Position: To provide a friendly and professional face to clients and prospects through personal contact, maintaining an efficient and organized office and scheduling all marketing events and incoming prospect calls.

Administrative

• Maintain a “friendly” and orderly reception area
• Greet clients in person, offer beverages/snacks and engage client in conversation
• Manage waiting time if advisor is running late, acknowledge delay, and keep them occupied (shouldn’t exceed 15 minutes)
• Send birthday cards, selected “off holiday” cards, sympathy/celebration gifts as needed and marketing materials
• Answer all incoming communications such as telephones, emails, faxes and letters
• Add agent’s notes for each client/prospect meeting into database and assign action items to appropriate staff for follow-up
• Copy forms and contracts for all departments
• Copy materials needed for programs/events/trade shows, conferences, etc.
• Handle all incoming/outgoing mail and distribute accordingly
• Prepare overnight deliveries and log them for future reference
• Inventory and order all office supplies as needed, ordering in bulk when possible for cost savings
• Maintain office equipment and contacts for general office repairs
• Manage the office cleaning: refrigerator, reception area, conference room, etc.
• Enter information into database for new prospective clients
• File all hard-copy documents and reports; collection of data must have a hard copy printed out to maintain a permanent file.
• Follow up on task list daily through database management or other established system

Sales/Marketing

• Schedule appointments with prospects
• Perform all necessary appointment confirmations
• Prepare files for prospective client appointments for the advisor
• Generate requested reports to be included with the file
• Follow up with prospects who did not schedule an appointment
• Continually pursue prospects through an established “drip” campaign
• Prepare and include clients to drip campaign
• Handle all marketing advertising: Website, email, social media, video
• Create and maintain appointment activity/event in online metrics
• Establish a schedule for seminars and other events
• Identify the method for marketing the event, if needed
• Select/secure venues that will provide the suitable environment
• Ensure that an adequate amount of materials to be distributed are accurate and properly prepared
• Attend events with advisor
• Coordinate with venue staff to ensure that all is in order
• Prepare folders, table numbers, and any other materials needed for events or other advisor programs; include pens, scratch pads, appointment confirmation cards, and anything else that is needed for presentations
• Work with vendors and suppliers to provide services for events, as well as ensuring supplies are prepared and provided

Job Type: Full-time

Pay: From $17.00 per hour

Expected hours: 32 per week

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Marketing: 1 year (Preferred)

Work Location: In person