What are the responsibilities and job description for the Administrative Assistant II - Investments position at CEN?
GENERAL DESCRIPTION OF POSITION
The Administrative Assistant II - Investments supports the practice in ensuring tasks tied directly to the overall business plan of the practice are completed efficiently and effectively. This position supports the advisor by completing tasks, managing inquiries, and maintaining client accounts. The Administrative Assistant ensures the financial advisory practice is being maintained and supported within Ameriprise Financial guidelines. This role provides administrative support by scheduling meetings, preparing presentations, preparing client communications, and tracking new business correspondence.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Work closely with the EVP/Chief Operations Officer to provide executive support. This duty is performed annually.
2. Provide administrative support to senior officers by completing tasks, managing inquiries, maintaining client accounts. This duty is performed as needed, about 10% of the time.
3. Set up meetings, conferences, client seminars and conference calls. This duty is performed daily, about 10% of the time.
4. Maintain bank files for branches including but not limited to correspondence, contracts, audit reports, and insurance. This duty is performed daily, about 10% of the time.
5. Manage and maintain all bank policy information, ensuring data is up to date and current. This duty is performed annually.
6. Coordinates and manages correspondence such as letters, memos, copies, faxes, overnight mail, etc. This duty is performed as needed, about 15% of the time.
7. Ensure client calls are resolved accurately and efficiently, including but not limited to accepting or furnishing information and client questions. This duty is performed daily, about 15% of the time.
8. Oversee local branch equipment maintenance needs and assist when required. This duty is performed annually.
9. Provide clients with financial planning needs and provide guidance under direction of Advisor. This duty is performed daily, about 30% of the time.
10. Coordinate and provide assistance with bank events. This duty is performed monthly, about 10% of the time.
11. Determines customers financial services needs and prepares proposals to sell services in absence of the Advisor. This duty is performed as needed.
12. The ability to work in a constant state of alertness and in a safe manner. This duty is performed daily.
13. Completes required BSA/AML training and other compliance training as assigned.
14. Perform any other related duties as required or assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
Broad knowledge of such fields as accounting, marketing, business administration, finance, etc. Equivalent to a four year college degree, plus 5 years related experience and/or training, or equivalent combination of education and experience.
COMMUNICATION SKILLS
Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization. ability to read, analyze, and understand general business/company related articles and professional journals; ability to speak effectively before groups of customers or employees. ability to write reports, business correspondence, and policy/procedure manuals; ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. ability to read, analyze, and understand common scientific and technical journals, financial reports, and legal documents; ability to respond to complex or difficult inquiries or complaints from customers, regulatory agencies, or members of the business community.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.
CRITICAL THINKING SKILLS
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Not indicated.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
Series 7 license
SOFTWARE SKILLS REQUIRED
Advanced: Word Processing/Typing
Intermediate: Accounting, Alphanumeric Data Entry, Contact Management, Database, Other, Presentation/PowerPoint
Basic: 10-Key, Spreadsheet
WORKING CONDITIONS
Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable.
ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
High diversity, low physical. Work activities which allow for considerable amount of diversity as an incumbent performs a variety of tasks. Such tasks might be performed from a given work area, or the individual may move about physically in performing a variety of duties.
While performing the functions of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, reach with hands and arms, talk or hear; occasionally required to stand, walk, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; distance vision; and color vision.
ADDITIONAL INFORMATION
Required:
- Five (5) years of related experience in the Investment Services or Insurance industry and/or Series 7 License
This position may service multiple advisors in a specified area/region and may have to travel between locations as needed.