Investment Services Administrative Assistant

Description

JOB STATUS: Non-Exempt

REPORTS TO: SVP of Retail Services

SUPERVISES:  None

WHO WE ARE: At Central One, our values are to Deliver Exceptional Service, Work as a Team, Have Fun, and the Credit Union philosophy of People Helping People; all while striving to be C.E.N.T.R.A.L. One Ambassadors. CENTRAL stands for Caring, Enthusiastic, Nimble, Team-Oriented, Resilient, Altruistic and Loyal. At the core of our values lies a commitment to our community, members, and employees, with a focus on overall well-being. 

PRIMARY FUNCTIONS: Responsible for providing administrative support to the advisors to facilitate client growth.

DUTIES and RESPONSIBILITIES:

Client Onboarding & Account Setup 

• Prepare and process new account paperwork for brokerage, advisory, retirement, and insurance accounts. 
• Collect, verify, and maintain client identification and compliance documentation (KYC/AML). 
• Enter and update client data in CRM and portfolio management systems. 
• Coordinate with custodians to ensure timely account openings and online access setup. 

Account Maintenance 

• Process beneficiary changes, address/contact updates, and name changes. 
• Facilitate account transfers (ACATs, IRA rollovers, direct transfers). 
• Link and consolidate accounts for reporting purposes. 
• Initiate and monitor service requests with custodians. 

Money Movement & Distributions 

• Set up and process systematic contributions and withdrawals. 
• Execute wire transfers and ACH transactions. 
• Process Required Minimum Distributions (RMDs) and other withdrawals with appropriate tax withholding. 

Investment Transactions (under advisor instruction and licensing requirements) 

• Place and confirm trades, rebalances, and model changes. 
• Prepare trade confirmations and track execution. 

Insurance & Annuity Processing 

• Submit and track life, disability, long-term care, and annuity applications. 
• Coordinate underwriting requirements with clients and insurance providers. 
• Process policy changes, beneficiary updates, and policy deliveries. 

Compliance & Recordkeeping 

• Maintain complete, compliant client files (digital or physical). 
• Log all client communications according to firm and regulatory standards. 
• Assist with delivery of compliance-required disclosures and forms. 
• Support compliance initiatives by maintaining confidential member information by adhering to policies and procedures for data security and privacy  

Meeting Preparation & Follow-Up

• Prepare review meeting packets including performance and allocation reports. 
• Update financial planning software with current client data. 
• Send meeting confirmations, reminders, and follow-up action items. 

Client Communication

• Serve as the first point of contact for client service needs. 
• Respond promptly to account and service inquiries. 
• Provide updates on pending requests and deliver necessary documents. 
• Use excellent customer service skills to build client relationships 

Other 

• Answer phone and handle all client service issues within capacity  
• Support success of program by coordinating and tracking referrals, conducting training with Credit Union employees on program processes and program reporting  
• Anticipate advisor needs and handle them proactively 
• Make suggestions to systematize and improve office functions 
•  Proficiently and efficiently use TruStage Wealth Management, Inc.’s and LPL Financials’ administrative systems and services, (e.g., Client Works, ART, FMG, etc.). 
• Perform a variety of administrative tasks, including but not limited to tracking and ordering all supplies; drafting letters, as directed by advisor; preparing and sending outgoing mail 
• Assist advisor and Program with marketing efforts and materials.   
• Stay current on job-related equipment, procedures and/or information by reading handouts/memos, attending meetings and seminars and other necessary means 
• Adhere to all applicable Credit Union policies, procedures and regulations 
• Maintain community involvement and participate in special projects, as needed 
• Perform other duties as requested, or assigned 

Pay Range: $22.87 - $29.45 per hour

Requirements

Education:  High School Diploma

Experience: 3-5 years of experience in an administrative role or 3 years of experience in

Financial / Accounting services

Skills:  Must be detail oriented, excellent with time management and proficient in technology. Ability to work independently and differentiate between matters that should be handled alone versus those that require advisor assistance; pc skills, including Word and basic Excel. 

Traits: A conscientious nature and strong interpersonal skills; ability to maintain attention to detail while under pressure, as well as to view details in the overall context of the client’s circumstances; Ability to think on one’s feet

Salary : $23 - $29