Senior Administrative Associate

Senior Administrative Associate

Job Description

This position is full-time during traditional business hours in our Biddeford, ME

office. This position is a key role in the office that requires strong organizational

skills, the ability to shift gears frequently, and to stay focused on high-priority tasks and

deadlines. An important aspect of this role will be to manage the other team of

administrators towards completion of their tasks on time, with precision and

accuracy. You will work closely with key client relationships as well as support the

Wealth Managers as they guide clients through our Wealth Management Process.

Mastery will be needed in the development, maintenance, and improvement of

office workflows.

Job Purpose

The main purpose of the Administrative Associate is to ensure the smooth

operation of a fast-paced and high-touch wealth management office that has a

strong, ethical reputation and a workplace that cares about the greater

community.

Duties and Responsibilities

• Provide high-touch administrative support to clients.

• Cultivate and enhance the onboarding of new and/or existing clients

relationships through active communication, processing required

documentation and client requests, processing money movement

transactions, resolving inquiries, providing guidance, and making sure key

Information and documentation remain current.

• Confirm and authenticate the client’s identities when processing requests.

• Ensure meeting agendas and meeting materials are prepared and available

for client and advisor meetings.

• Coordinate and track progress and timely completion of projects.

• Manage the complex onboarding of new client relationships and the

opening of new client accounts, which can include the transfer of their prior

relationships. Managing the many and oftentimes complex tasks that

require follow-through with new relationships.

• Develop a thorough understanding and mastery of our Client Relations

Management application.

• Perform advanced and confidential functions that include composing,

signing, and distributing complex correspondence.

• Maintain confidential and sensitive information with tact, integrity and wise

judgment.

• Remain highly adaptable and flexible to special projects as the needs

present themselves.

Qualifications/Skills

• Demonstrated prior financial office experience in a similar role.

• Existing FINRA licensing (Series 6, 7, 63, 65 and 24) is highly desirable but

may consider if willing to begin the process to obtain within 6 months after

hire.

• Must be able to work independently with little supervision, work

collaboratively with team members and take appropriate initiative in

carrying out required tasks and activities.

• Must be organized and thorough in ensuring multiple and complicated tasks

are completed. Follow-up and follow-through are key to client satisfaction

and fulfillment.

• Maintain highly confidential and sensitive information with full integrity.

• Strong skill with Microsoft Office products such as Outlook, Word, Excel,

Publisher and use of Adobe Acrobat.

• Must have exceptional written, oral and interpersonal communication skills,

both internally and externally.

• A strong interest to learn and develop skills and proficiency in

understanding the many facets of wealth management for our clients.

• Experience with our CRM-Redtail, our planning system-MoneyGuide Pro and

our client portal-eMoney are beneficial.

• Will need to see your Kolbe profile, if available. Otherwise, we’ll provide the

Kolbe for completion.

Benefits and General Information

The main office is located in Biddeford, Maine; with satellite client meeting

locations maintained in Portsmouth, NH. The ideal candidate will have a lot of

flexibility in their work schedule around client and office team meetings. This is not

a remote position. Free onsite parking. Pension Professionals is very supportive of

professional skill development and training.

Why Pension Professionals?

For the right individual, Pension Professionals will provide an environment that is

professionally challenging. If you’re looking for a place to develop personally and

professionally and to have the freedom to work independently and creatively, you

will find our office setting ideal. The heart of our business is showing clients the

freedom that comes from having their wealth support their life goals and

ambitions. We’re an important partner that helps show them that they can live a

life they love to live. Be part of the excitement that we all share every day, every

phone call, and in every meeting.

Job Type: Full-time

Benefits:

• 401(k) matching

• Dental insurance

• Flexible schedule

• Flexible spending account

• Health insurance

• Health savings account

• Life insurance

• Paid time off

• Vision insurance

Experience:

• Financial services: 6 years (Preferred)

License/Certification:

• FINRA License (Preferred)