Client Service & Administrative Associate – Wealth Management

VIP Financial Matters, LLC is seeking a highly organized, detail-oriented, technologically capable Financial Administrative Assistant to join our wealth management firm.

This is an important client-service and back-office support position. We are looking for a confident, articulate, and personable individual who communicates well with people, learns quickly, takes initiative, and can independently manage multiple responsibilities through completion.

The successful candidate will be someone who notices details, follows up without being reminded, is comfortable learning and using technology, and takes pride in providing exceptional service to clients.

Prior financial services experience is preferred, but not required. We are willing to train an exceptional candidate who demonstrates strong organizational skills, professionalism, technology aptitude, and the ability to learn quickly.

Responsibilities

Responsibilities will include:

• Provide administrative and back-office support to financial advisors and the firm's wealth management operations
• Prepare, review, process, and track client forms, applications, account paperwork, and service requests
• Assist with new account applications, account transfers, beneficiary and registration changes, distributions, deposits, and other client transactions
• Monitor outstanding items and proactively follow up with clients, advisors, financial institutions, and other organizations until matters are completed
• Maintain accurate and current client information within the firm's customer relationship management (CRM) and other technology systems
• Communicate professionally and confidently with clients by telephone, email, and in person
• Respond to routine client inquiries and assist clients with administrative and service-related needs
• Schedule client meetings and assist with preparation of meeting materials, reports, forms, and other documents
• Organize and track follow-up items arising from client meetings
• Prepare professional correspondence and other client communications
• Maintain electronic documents, client records, and files accurately and in accordance with firm procedures
• Use Microsoft Office and multiple financial-services technology platforms in daily work
• Assist with spreadsheets, reports, databases, document management, and other technology-based projects
• Help identify priorities, recognize matters requiring immediate attention, and keep advisors informed of important pending items
• Assist with general office operations and administrative projects as needed
• Maintain the highest level of confidentiality regarding client, financial, and business information

What We Are Looking For

The ideal candidate will have:

• Exceptional attention to detail and accuracy
• Excellent follow-up and follow-through
• Strong organizational and multitasking skills
• Ability to manage numerous pending items without losing track of details
• Excellent verbal and written communication skills
• A confident, professional, articulate, and personable demeanor
• Strong interpersonal skills and the ability to communicate comfortably with clients
• Strong technology skills and the ability to learn new software and systems quickly
• Ability to work independently with limited supervision
• Initiative and willingness to take ownership of responsibilities
• Good judgment and the ability to recognize urgency and establish priorities
• Strong problem-solving and time-management skills
• Ability to adapt to changing priorities in a busy professional office
• A positive attitude and willingness to assist wherever needed
• A high degree of discretion and confidentiality

Technology Skills

Candidates should be comfortable working with technology and learning multiple systems. Experience with any of the following is helpful:

• Microsoft Word, Excel, Outlook, and related Microsoft applications
• Customer relationship management (CRM) software
• Electronic document and file-management systems
• Online client portals
• Financial-services, banking, insurance, or investment-related software

Experience with Redtail CRM or similar CRM technology is a plus but is not required.

Experience

Previous experience in financial services, banking, insurance, accounting, legal services, client services, or another professional office environment is preferred but not required.

More important is a demonstrated ability to learn quickly, communicate professionally, work accurately, use technology effectively, and independently follow tasks through to completion.

About VIP Financial Matters

VIP Financial Matters, LLC is a wealth management firm dedicated to Helping Clients Grow, Protect and Transfer Wealth.

Our firm places a strong emphasis on personal relationships, exceptional client service, attention to detail, professionalism, technology, and proactive follow-through.

We are seeking someone interested in becoming an important part of our team and developing a meaningful, long-term role within the firm.

Job Type: Full-time

Work Location: In person

Compensation: Competitive and commensurate with experience and qualifications.

Qualified candidates should submit a résumé for consideration.

Pay: $30,000.00 - $50,000.00 per year

Benefits:

• Retirement plan

Application Question(s):

• Are you comfortable learning and using multiple software programs and technology platforms as part of your daily work?
• Are you comfortable working with limited supervision and taking ownership of assigned tasks?
• Please provide a brief example of how you would respond to a client who calls because paperwork they submitted has not yet been completed and they are frustrated.
• Are you comfortable speaking directly with clients by telephone, email, and in person in a professional office environment?
• Describe a software program, CRM, or other technology system that you had to learn quickly. How did you learn it?
• Describe your level of comfort learning and using multiple software programs and technology platforms as part of your daily work and provide support for your answer.
• Describe a situation where your attention to detail prevented an error or caught a mistake before it became a problem.

Experience:

• financial services: 1 year (Preferred)

Work Location: In person

Salary : $30,000 - $50,000