What are the responsibilities and job description for the Administrative Assistant position at Kristina Hoelting?
Overview
Seeking a detail-oriented and personable Administrative Assistant to join a financial planning practice. This position is 30–40 hours per week and offers the potential for growth, with pay based on experience and education.
The ideal candidate will provide comprehensive support to ensure the efficient operation of the office while creating a welcoming client experience. This role requires strong communication skills, confidence in learning and using computer systems, and the ability to manage multiple priorities. A strong commitment to customer service is essential.
Duties
- Handle incoming phone calls and client inquiries with professionalism and warmth
- Perform routine administrative duties, including maintaining office supplies and processing mail
- Drive client-facing activity by scheduling meetings on behalf of the Financial Planner
- Maintain and update CRM & planning software with client information and preferences
- Assist in preparing for client meetings and provide thorough case follow-up after meetings to ensure smooth client service
- Complete and process client paperwork with accuracy and timeliness
- Maintain monthly compliance files and documentation requirements
- Manage calendars, schedule appointments, and coordinate meetings
- Provide back-up support for tasks that do not require licensing or registration
- Assist with event planning and client appreciation activities
- Manage marketing campaigns and social media
- Participate in business planning discussions and support special projects as assigned
Qualifications
- High school diploma required; college degree preferred but not mandatory
- Previous administrative or secretarial experience preferred
- Strong organizational and time-management skills; ability to prioritize and work with urgency
- Excellent verbal and written communication skills
- Ability to maintain confidentiality and integrity when handling sensitive information
- Ability to work independently as well as collaboratively with a team
- Strong problem-solving skills, attention to detail, and adaptability
Job Types: Full-time, Part-time
Pay: $18.00 - $21.00 per hour
Expected hours: 30 – 40 per week
Benefits:
- Paid time off
- Retirement plan
Work Location: In person
Salary : $18 - $21