Administrative Assistant

Objectives: The Administrative Assistant provides day-to-day support to advisors by managing calendars, scheduling and preparing for meetings, organizing documents, and keeping priorities on track. As a key point of contact for clients, you will create a welcoming, professional experience, assist with inquiries, and coordinate timely follow-up. This role requires strong organizational and communication skills, attention to detail, and the ability to anticipate needs so advisors can stay focused on serving clients and building relationships.

Our Standards: Our overall standard is "service excellence"; Our goal is to provide the very best experience for our clients and anyone that connects with our firm. As such, the Administrative Assistant must display:

• Ability to work and make decisions independently, with minimal supervision.
• Excellent written and verbal communication skills.
• Exceptional client service skills.
• Superior attention to tasks, detail, and follow-through.
• Excellent organizational and time-management skills; ability to react appropriately to situations and events that require quick response or turnaround.
• Ability to prioritize and manage multiple tasks, projects, and assignments.
• Ability to adapt quickly and positively to change.
• Team player and collaborator; invest in building long-lasting relationships externally and internally.
• Must possess a will-do/can-do attitude.
• High standard of professionalism, ethics, confidentiality, and integrity; confidentiality will be paramount for this role.

Key Responsibilities:

• Manage advisor calendars, schedule client appointments, and coordinate internal and external meetings.
• Prepare meeting materials, confirm appointments, and ensure advisors have the information needed for client conversations.
• Serve as a welcoming, professional point of contact for clients by phone, email, and in person.
• Respond to routine client inquiries and coordinate with advisors and team members to ensure timely follow-through.
• Organize and maintain client records, documents, and contact information in designated systems.
• Prepare correspondence, presentations, forms, and other materials with accuracy and attention to detail.
• Track outstanding requests and action items, keeping advisors informed of progress and approaching deadlines.
• Coordinate meeting logistics, including conference rooms, virtual meeting links, and refreshments as needed.
• Handle confidential client and business information with discretion and professionalism.

Education/Experience:

• High School Diploma or equivalent required.
• Bachelor's Degree preferred or equivalent financial services industry experience.
• Prior financial service industry experience preferred.
• Strong technology skills required. Due to the amount of technology used for this position, the applicant must be able to learn and use the various software and programs specific to the financial industry and to this position.
• Experience with Microsoft Suite, Google Suite, CRM, Salesforce, and Adobe preferred