Administrative Assistant - Financial Services

We are an independent wealth management firm that has been deeply rooted in the Oklahoma City community for more than 35 years. Our firm is built on lasting relationships and personalized financial planning that is tailored to each client’s unique journey. We have a diverse client set that includes high earning professionals, entrepreneurs with fast growing businesses, those approaching retirement, and mass affluent individuals and their families. No matter their stage or situation, we take pride in helping them navigate life’s financial complexities with clarity and confidence. We are a small, dedicated, and highly collaborative team, united by a shared commitment to exceptional client service. Every team member goes above and beyond to deliver an outstanding experience. It’s what our clients come for and why they stay!

Our experienced advisory team is seeking a strong, service minded Administrative Assistant to work within our client service and operations team. This position plays a vital role in supporting both the advisory team and the firm’s clients, including facilitating and maintaining ongoing client support, answering general inquiries, handling various client matters, researching and resolving client service issues, preparing required documents, and performing administrative tasks. In addition to having some working knowledge of industry software, systems, and processes, you are exceptionally organized, have amazing attention to detail, and are committed to delivering a smooth and confidence-inspiring experience for our clients with every interaction. Your primary goal is to ensure that the client feels like the most important person in the world. You are a critical thinker and anticipate subsequent events, with an unwavering ability to figure things out, even with little to no direction. You are a solutions-oriented professional who embraces technology. You love to learn and are always finding ways to improve and expand your impact. You offer proactive service and thrive in doing the little things to make those around you have the best experience possible.

General Responsibilities:

• Greet and welcome clients in a friendly and professional manner in person and over the phone
• Answer, screen, and route phone calls, assisting clients directly or taking messages as appropriate
• Prepare and ensure new account paperwork is successfully submitted, which includes preparing forms, obtaining appropriate signatures, preparing documentation to upload, and coordinating rollovers
• Handle routine matters for client accounts, including processing name and address changes, beneficiary changes, bank authorizations, and answering client questions; provide tax reporting documents to clients
• Track outstanding client service items; proactively address outstanding issues and provide updates
• Correspond with clients to resolve client service challenges as they arise
• Create and maintain accurate client records in the CRM system (Redtail), ensuring all confidential and required information is securely stored
• Assist in preparation for client meetings and calls; send out agendas and prepare materials, including client illustrations, graphs, charts, reports, etc.
• Support the advisory team with processes related to prospective clients
• Schedule meetings and manage calendars for the advisory team
• Perform various miscellaneous administrative, client service, and general office management tasks as assigned

Qualifications:

• Bachelor’s degree highly preferred, or equivalent work experience
• 1-3 years of progressive experience in wealth management highly preferred; candidates with experience in similar financial services environments, such as accounting, banking, investment operations, insurance, or mortgage industry roles with a focus on processing are also encouraged to apply
• Knowledge of industry-specific software preferred; familiarity with Redtail, OneView, RightCapital, GReminders, and Microsoft Office is a plus
• Excellent follow-through and communication regarding status of open items
• Strong time management skills; ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptions
• Excellent interpersonal and communication skills; ability to communicate in a pleasant, tactful and effective manner (both orally and in writing), and to handle difficult, sensitive issues
• While not required, candidates with Series 7 and Series 66 licenses will get priority viewing

Compensation & Benefits:

• Competitive base compensation of $55K-$75K, depending on experience
• Bonus potential based on individual and firm performance
• Retirement plan
• 100% employer-paid medical insurance for employee
• Dental and vision insurance
• Generous paid time off (3.5 weeks to start)
• Paid holidays
• Opportunities for career growth in client service and operation focused positions