Financial Advisor's Assistant

Company Overview

Established financial planning and investment services firm is seeking an Assistant to support our advisors and clients. We are a small office of just a few individuals who work very closely to care for our clients.

Position Overview/Summary

The Assistant in our firm is an important role. You are very active in our client relationships and will enjoy building relationships with families and individuals. You also work to ensure that your advisors are organized, that the clerical functions of the role are handled accurately and that you are doing all you can to help. The role is diverse and has a number of aspects from phone work to CRM management to marketing and more. The successful person is going to be positive and always eager to help wherever you can.

Position Responsibilities

• Greets clients in a friendly and sincere manner, making them feel comfortable when they visit the office
• Handles incoming telephone calls, generally 15-40 calls per day, acting as the gatekeeper for the advisors and answering incoming client questions
• Marketing support - website management, client scheduling/appointment setting
• Manage CRM including data input, updates and reporting
• Open, sort and distribute the mail, including high priority items like incoming checks
• Sends periodic client correspondence
• Coordinates the assembly and mailing of client paperwork, being diligent about details
• Review, submit and track new account and transfer paperwork internally and with outside companies
• Update beneficiary, address or any other client details internally and externally as needed
• Manage RMD process to ensure all clients are taking their distributions on time annually
• Handles calendars for the Advisors
• Orders and handles office supplies
• Develops, mails, and analyzes client satisfaction surveys
• Anticipate advisor needs and handle them proactively
• Performs other duties as assigned

Background

• Excellent attitude, interpersonal skills and an extraordinary client service orientation
• Superior phone skills—friendly and helpful in all interactions on the phone
• Prioritization skills - writes down most important items at the beginning of each day, throughout the day and before leaving the office to assesses and prioritize daily tasks
• Excellent organizational and time management skills and ability to multi-task
• Professional demeanor
• Intermediate to Advanced Microsoft Office Suite knowledge required
• Ability to type 50 wpm is required and accuracy is a must
• Physical attendance in the office is an essential function