Office Manager

Position overview
Step into an instrumental role. Help conduct the smooth operation of a small, fast-paced—and friendly—financial planning office. Work as an employee of an independent advisor franchisee with a team-based financial advisory practice of Ameriprise Financial. Assist in daily business operations.
This position supports many different tasks for which the practice is responsible and ties directly to the overall business plan of the practice across areas such as administrative tasks, client relationship management and operational functions. The right candidate allows the advisor(s) the assurance needed to know that the practice is being maintained and supported within Ameriprise Financial guidelines.
This role provides administrative support by acting as the conduit for client communications and service, monitoring and documenting delivery of key business activities in line with Ameriprise Financial guidelines, and leading proactive client experience programs. This role is responsible for responding to ad hoc requests, coordinating/tracking projects and research, and/or managing business-as-usual projects such as filing, scheduling appointments and other tasks to coordinate a functioning office environment.

Responsibilities and Time Allocation – Will change over time to meet the needs of the practice and can include other duties as assigned by the advisor(s).

Position functions

60% Client Experience

• Initial contact for incoming client calls & visits, including room setup and hospitality.

• Assess and direct client enquiries, requests and other communications for appropriate resolution.

• Coordinate practice schedules, schedule client meetings, prepare meeting materials and follow up items as needed.

• Monitor and support advisor(s)’ delivery of client services.

• Design and manage a schedule of marketing communications according to Ameriprise guidelines and advisor(s) objectives.

• Design and manage the logistics of client events and seminars as determined by Practice strategic goals and advisor(s) objectives.

• Spearhead consistency and excellence in the client experience throughout the Practice, including all touchpoints, elevated attention to detail, and proactive ideas to continue to evolve and deliver business growth.

30% Office Environment and Administrative Support

• Maintain a smoothly run office environment, including technology, coordinating vendors, and providing amenities. Monitor environment daily between vendor services and address as needed.

• Maintain inventory of routine office supplies and amenities.

• Mail handling.

• Ensure compliant client and marketing record keeping per Ameriprise guidelines.

• Monitor work in process (service delivery / case management) and escalate or notify team as needed.

• Prepare routine forms, take client payments and update client data as needed.

10% Business management

• Participate proactively in business goal setting and results review meetings to help drive execution of business strategy.

• Lead projects as identified to further attainment of strategic priorities and results for the Practice.

• Actively assess and pursue opportunities for improvement, efficiency or workload management for yourself and the team, in line with long-term Practice goals.

Key traits of a successful candidate

• Commitment to and demonstration of Practice core values: Respect, Trust, Positivity & Clarity.

• Strong organizational, and time management skills.

• Polite and effective communication style with clients and staff members.

• Accuracy and diligence in completing assignments – high attention to detail with solution-orientation.

• Ability to connect tasks to outcomes, purpose, and bigger picture thinking.

• Internally-motivated and comfortable with autonomy.

• Commitment to excellence and continuous improvement of self, processes and Practice as a whole.

• Ability to adhere to rules and regulations as stated and required by advisor and Ameriprise.

Education, experience and other designations

• High school degree or higher

• Minimum 3 years of office experience

• Financial industry experiences a highly preferred advantage

Our mission and values

At Paritae Financial Group, we aim to provide peace of mind through personalized holistic financial planning and investment strategies as trusted financial partners for life.

By developing a close relationship, we get to know clients, their financial situation, goals, and dreams. We base our insights and personalized investment recommendations on helping clients to reach those goals. Our approach is grounded in delivering positive, solution-oriented advice that clients understand, that in turn contributes to confidence in their financial future.

We are a small firm with the resources of a large firm, meaning we can offer a broad variety of solutions and competitive rates while retaining a personal touch.

• Base salary range: $50,000 - $60,000/yr based on experience and skills.

• Benefits include:

  • 401(k) including employer match

  • Paid time off, in addition to US stock market holidays.

  • Flexible work hours and locations within Practice policy; primary work location in-office.

  • Medical, vision, dental, life & disability income group insurance plans.

• Performance-based incentives are a component for all team members, individually assessed and designed based on function.

At Ameriprise Financial, we’re not just in the business of helping clients with their financial goals – we also help our advisors and employees reach their true potential by embracing an inclusive and collaborative culture. We celebrate the unique qualities and reward the contributions of our talented, passionate employees. If you’re motivated and want to work for a strong, ethical company that cares about you and your community, take the next step with Ameriprise Financial.

This position is with an Ameriprise Financial Franchise owner.

Full time