Administrative Assistant

Title: Administrative Assistant

Are you looking to be part of an ambitious and driven team where you’re valued for what you bring to a position through your skills, education and experience? Or do you have a desire to “get your foot in the door” in the world of wealth management? Here’s your opportunity!

We are a multi-faceted, goals-based investment advisory firm located in Fort Wayne, IN. We are an organization where we believe the first step in successful investment management is sound financial planning with detailed goals and ensuring that every client receives the specialized attention required to meet their investment needs. To us, the only thing that matters is long-term client satisfaction. Client satisfaction is where this position really matters.

 Objective:

The primary function of the Administrative Assistant is to provide administrative and operational support to our financial advisors by putting the needs of the client first and consistently demonstrating exceptional service. This position performs moderately complex tasks in the areas of administrative support and provides support as back-up client service representative to our Branch Office Administrator.

The Administrative Assistant is a liaison between Kingsview Wealth Management, our custodians, the Financial Advisors, Branch Office Administrator and clients. 

Essential Functions Administrative Assistant: 

• Answer phones & greet clients in a friendly, warm manner on the phone.
• Greet clients and make them feel at home when they visit our office.
• Take ownership of personal knowledge of our clients- what their favorite drinks are, family member names, pet names and any other special detail about the families we work with.
• Take ownership of organizing data in our CRM system and making sure contact information is as up to date as possible.
• Take initiative to utilize our CRM program to maximize the capabilities of the program.
• Respond to advisors or client inquiries on administrative questions.
• Help to manage Advisors’ calendars and scheduling meetings.
• Organize meetings with advisors, clients and other industry professionals- such as attorneys or CPAs.
• Ensure confidentiality and control access to sensitive information, such as client files.
• Oversee office operations- including making sure the office has the supplies it needs to run efficiently.
• Take ownership with organizing and hosting events.
• Schedule and prioritize your own workload by setting appropriate deadlines.
• Other duties as assigned by the Supervisor. 

Essential Functions as back up to our Branch Office Administrator: 

• Complete & process new client applications, transfer paperwork and service requests with high accuracy and attention to detail.
• Work to understand the significance of paperwork and what each form will accomplish for the client.  
• Research and continuously follow up, record, document and communicate with financial professionals and clients.
• Input documents related to clients into our digital file database and CRM program.
• Various industry-specific tasks.
• Respond to inquiries and requests for information requiring knowledge of departmental and company policies and procedures utilizing the investment services team.
• Other duties as assigned by the Supervisor. 

Required Education & Experience: 

• Maintain positive working relationships with others, both internally and externally.
• Anticipate, understand and respond to the needs of co-workers, the Supervisor and the clients to meet or exceed their expectations.
• Follows direction well, works cooperatively and effectively with others to set goals, resolve problems and make decisions to enhance company’s effectiveness; ability to undertake self-directed tasks when necessary; open to learning new skills.
• Excellent attention to detail; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule and ability to make clear and timely decisions.
• Perform work tasks with a high attention to detail, with the ability to consistently ensure accuracy of data and documents.
• Ability to prioritize projects and manage time.
• Provide outstanding customer service as a number one priority.
• Excellent communication – both verbal and written.
• Good-natured, positive attitude, team player.
• Self-directed initiative.
• A desire for continuous learning.
• Ability to adhere to complex regulatory and compliance requirements.
• Knowledge of administrative and clerical procedures and systems such as managing files, records and other office procedures and the importance of being organized.
• Working knowledge of Microsoft Office Products.
• High school or equivalent (Required)

Preferred (not required) Education & Experience: 

• Associate or bachelor's college degree.
• Working knowledge of investment products or a desire to learn.
• 2 years of experience in a busy office- serving in the financial services, broker or RIA strongly preferred. 

Work Environment & Physical Demands: 

Indoor, office setting with essential physical requirements, such as climbing, standing, stooping or typing. Possibility of physical effort/lifting up to 20 to 50 pounds.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice. Our office is open Monday through Friday 8am to 5pm. Travel 0%.