Administrative Assistant II- First Wealth Ma

Summary:
Administrative Assistant II duties and responsibilities include providing administrative support to assigned new business staff to ensure superior service to customers and prospective customers and efficient use of time by all team members. Other duties assigned to the Administrative Assistant II position entail various reports and software for prospects, clients, referrals and projected new revenue.

Primary Responsibilities and Duties:
(The summary of duties and responsibilities listed above are representative of the job requirements but, are not meant to be all-inclusive or prevent other duties from being assigned as necessary.)

Trust

• Assist answering incoming calls within the first two rings and greet customers with a smile.
• Provide phone coverage when other front desk staff are out or gone to lunch.
• Offer refreshments to clients and assist with client needs during meetings.
• Assist new business staff with capturing notes of customer meetings in customer folders on the network for documentation.
• Respond to questions and requests for information from staff.
• Communicate with trust customers to obtain signatures, coordinate requests with the administrator or relationship manager, make appointments, invite customers to events, etc..
• Work with management to create, track and provide department wide new business reporting including pipeline, calls/activities and new business revenue.
• Assist with arrangements for client events, marketing campaigns and marketing budget tracking.

Raymond James Brokerage

• Prepare new account paperwork for brokerage customers and complete account set-up process on brokerage platform.
• Prepare account maintenance forms and monitor system for alerts.
• Assist with the preparation of account review and prospect meetings and presentations.
• Confirm all IRA RMDs are completed each year on the brokerage system.
• Contact customers to confirm appointments and facilitate signatures on necessary paperwork.
• Coordinate and complete requests for disbursements from brokerage customers and submit checks electronically to Raymond James for deposit.
• Communicate with mutual fund companies for fund direct accounts through our brokerage platform.

Position Requirements:
Previous administrative support and client servicing experience preferred with strong computer and phone skills.

• Proficiency in MS Office with expertise in Outlook, Microsoft Word, PowerPoint and Excel (Microsoft Excel test will be administered as part of hiring process)
• Ability to analyze and revise operating practices to improve efficiency
• Detail oriented and comfortable working in a fast-paced office environment
• Exceptional communication skills with a warm smile to greet customers.
• Superior organization skills and dedication to completing projects in a timely manner
• Maintaining a clean desk area with no confidential information showing
• High School Diploma required, further education preferred
• Ability to manage multiple tasks and achieve deadlines under pressure.
• Ability to work overtime if needed.
• Must follow and maintain knowledge of policies and procedures and recognize the necessity for strict client confidentiality.
• Communicate in a clear and service oriented manner. Use appropriate, professional language and grammar to effectively exchange ideas and information.
• Ability to proactively work with both clients and fellow team members.
• Ability to maintain a regular, predictable attendance.