Administrative Assistant - Wealth management firm

We are seeking a highly organized, detail-oriented, and client-focused Administrative Assistant to provide crucial support to our team of financial advisors. The successful candidate will be the first point of contact for our clients and will play a key role in ensuring the smooth daily operations of our office. You will handle a variety of administrative and client service tasks, maintaining accuracy and confidentiality in all interactions.

Key Responsibilities

Administrative Support

• Manage and maintain financial advisors' calendars, schedule client meetings, and coordinate events.
• Prepare and organize client files and confidential documents, ensuring compliance with firm standards and regulatory requirements.
• Assist with the preparation of client-facing materials, including proposals, presentations, and reports.
• Handle day-to-day office management tasks, such as ordering supplies, managing mail, and liaising with vendors.
• Provide general administrative support, including data entry, filing, and managing expense reports.

Client Service

• Serve as the primary point of contact for clients, greeting them professionally and addressing inquiries promptly and courteously via phone, email, and in-person.
• Assist in the client onboarding process, including preparing and processing new account paperwork and other operational tasks.
• Maintain accurate client information and update data within the Customer Relationship Management (CRM) system and other relevant platforms.
• Follow up with clients on behalf of advisors regarding paperwork and account updates.

Qualifications

Education and Experience

• A minimum of 2 years of experience in an administrative, clerical, or customer service role is required.
• Experience within a financial, insurance, or other professional services office is highly preferred.
• A high school diploma is required; an Associate's or Bachelor's degree is a plus.
• Must be able to pass a background check due to the handling of sensitive client information.

Skills and Abilities

• Highly organized: Excellent time management and organizational skills with a strong attention to detail are essential.
• Professional communication: Exceptional written and verbal communication skills are necessary for effective client and internal team interactions.
• Technical proficiency: Strong computer skills, including expertise in the Microsoft Office Suite (Word, Excel, Outlook), are a must. Familiarity with CRM software is preferred.
• Adaptability: The ability to multitask and manage competing priorities in a dynamic, fast-paced environment is critical.
• Discretion and integrity: The capacity to handle sensitive and confidential client information with the utmost discretion and professionalism.

Benefits and Compensation

• Competitive salary based on experience and qualifications.
• Comprehensive benefits package, including health insurance, dental, and vision options.
• Retirement savings plan, such as a 401(k) with company match or profit-sharing.
• Paid time off and company holidays.
• Opportunities for professional development and continuing education.