What are the responsibilities and job description for the Administrative Assistant position at Knights of Columbus?
The ideal candidate for this position will work well with and seamlessly alongside the existing team at The Weiss Office including our Office Manager, part-time Sales and Marketing Associate, and the Financial Advisor to ensure that all KofC families receive the best possible service for their insurance and investment portfolios. Database management, annual review tracking, customer service request fulfillment, prospecting list composition, and competent - eventually advanced – knowledge of the KofC’s CRM and technological tools will be key components of this position. Additionally, this position will prepare all client meetings for the Financial Advisor in advance of the meetings and handle follow-up items after client meetings such as completing new applications, working with vendors to fulfil outstanding requirements and account transfer requests, and other items as requested by the Financial Advisor or Office Manager. In short, ideal candidates for this position will be highly organized, flexible, and capable of supporting The Weiss Office team in our service to Knights of Columbus families and clients.
Responsibilities Overview
1) Administrative support of existing team.
2) CRM management.
3) Appointment Preparation. Prepare folders, documents, for client meetings. Requires competency in learning a CRM, Adobe, Word, etc.
4) Direct Mail. Will be preparing and sending out direct mailers weekly through postcards and envelops.
5) Annual Review tracking and fulfillment for investment advisory clients.
6) Customer service request fulfillment.
7) Fulfillment of new application requirements.
8) Follow up on and due diligence for the aforementioned items.
9) Initial point of contact for all inquiries.
10) Other tasks as assigned by the Financial Advisor and/or Office Manager
Qualifications
- Highly professional, reliable and trustworthy
- Respectful of and competent in the protection of confidential information
- Proficient writing and speaking especially in a professional context
- Fast learner of systems already in place and disciplined application of processes
- Proficient and experienced with computer software, especially Microsoft Office/Dynamics (Word, Excel, Bookings, etc.), Google, Adobe, Canva, and CRMs for data management
- Comfortable making phone calls to existing clients and new prospects alike
- Effective multitasker and communicator; highly organized
- Comfortable and familiar with the Catholic Faith and, ideally, the Knights of Columbus
- **Experience in investment advisory services and/or insurance industry is strongly preferred, but not required
- *Bilingual Spanish proficiency would be excellent, but not required
General Overview
- Full-time (35 - 40hrs per week); Primarily on-site with remote work opportunities available.
- Flexibility; Catholic family values – your family always comes first (sick kiddos, snow days, etc.)
- $20 – $25 per hour starting pay depending on experience and competency; Plenty of opportunities for growth and raises; Bonuses available for measurable and specific production goals
- Benefits (negotiable and contingent upon eligibility): Health Insurance reimbursement, Retirement contributions, Life Insurance and Long-term Disability Income Insurance
Salary : $20 - $25