What are the responsibilities and job description for the Executive Administrative Assistant position at Alpha Omega Wealth Management?
The role of the Executive Administrative Assistant (EA) is to support the firm with administrative tasks, office maintenance, client service and other projects as needed. This will include but is not limited to answering phones, greeting clients when they arrive, generating client paperwork, opening accounts, moving money, maintaining databases, planning events, managing supplies, and performing ad hoc tasks and projects. The EA will serve as the first point of contact at our firm and help to improve administrative and client service processes. The role will be instrumental in establishing positive first impressions and ongoing client satisfaction.
Personal Characteristics
This EA should be organized and detail oriented with a strong work ethic and the initiative to improve the status quo. As our first point of contact, the EA should be warm and welcoming and find joy in serving others.
Responsibilities
• Answering phones & greeting visitors: serve as first point-of-contact, responsible for first impressions
• Managing & improving administrative workflows: perform onboarding, money movements, etc.
• Generating client paperwork: prepare and submit client paperwork to custodian
• Maintaining client data: update data and notes in various databases (Redtail, Orion, Schwab, etc.)
• Resolving account alerts: review and resolve alerts such as insufficient cash, rejected wires, gifts etc.
• Moving money: cut checks, journal assets, and ACH cash upon request
• Participating in new client meetings: guide clients through the paperwork
• Managing office supplies and appearance: ensure the office appearance enhances client experience, maintain vendor relations, order office and kitchen supplies
• Managing client gifts and firm swag: plan, order and send gifts
• Planning events: coordinate firm events for clients and prospects
• Managing firm calendar: maintain a calendar of firm events and employee vacations
• Assisting with client service: execute or remind advisors of client requests
• Performing other tasks and projects: take on ad hoc projects as needed
Preferred Experience
• Client service administration and support
• Financial services operations
• Process management and improvement
• Microsoft Office Suite, Customer Relationship Management (CRM)
• Schwab Institutional and/or Orion Advisor Services
• Series 66 Licensed
Expectations
The EA will be responsible for delivering and improving the client experience and should therefore:
· Be reliable, responsive, accountable and prepared
· Work hard, continuously improve, and strive for excellence
· Demonstrate genuine care for others