Administrative Assistant

We are an independent wealth management firm seeking an Administrative Assistant to assist us in our mission of helping clients achieve their financial goals. This is your chance to play a key role in the future success of our growing organization! Youll be the initial point of connection for our clients so its important that you naturally bring warmth positivity and a genuine desire to take care of others. We are 100% focused on the client experience and always strive to make a lasting positive impact. We are a small office of just a few individuals who work closely with our clients supporting them and each other every step of the way.

The Administrative Assistant plays an important role in setting the tone for our firm. As the first and last person clients see when they are in the office you are instrumental in making sure clients have the best experience possible. You will handle general administrative duties manage over the phone and in person client correspondence with kindness and professionalism and assist with basic CRM updates and form management to maintain accurate records. You can confidently manage multiple calendars and are comfortable navigating changes coordinating across people and time zones and ensuring that even with travel or shifting commitments nothing is missed or miscommunicated. The successful person is going to be thoughtful compassionate and always eager to help wherever you can. This role can expand over time but we are hoping you truly enjoy this type of work and will be excited to continue it for several years. We are happy to train someone from outside of our industry as long as you bring a caring and nurturing approach to working with people.

Responsibilities & Activities

• Greets clients and prospective clients in a friendly and sincere manner making them feel comfortable when they visit the office
• Acts as first line of response for incoming calls generally handling 30-60 calls per day
• Performs clerical duties such as scanning e-filing and sorting and distributing mail
• Facilitates client instructions including forms and follow up
• Sends periodic client correspondence
• Coordinates the assembly and mailing of client paperwork
• Handles calendars for multiple advisors scheduling and confirming appointments
• Coordinates outside vendors
• Maintains accurate client information in CRM; develops and maintains written documentation (systems) of all activities
• Performs other duties as assigned

Knowledge Skills & Abilities

• High School Diploma or GED required
• 3 years experience in a professional setting as a receptionist or administrative assistant strongly preferred; individuals with strong scheduling backgrounds or experience in the medical field encouraged to apply
• Strong technology skills required; CRM software experience preferred
• Intermediate to advanced Microsoft Office Suite knowledge required; Excel proficiency is strongly preferred
• Ability to manage multiple calendars while navigating time zone differences and changing priorities
• Highly organized and adaptable with the ability to multitask and shift between responsibilities throughout the day
• Excellent organizational and time management skills and strong documentation habits
• Exceptional interpersonal skills and a service-oriented mindset with a consistently professional and positive approach
• Superior phone skills; friendly and helpful in all interactions on the phone
• Ability to prioritize and solve problems while maintaining composure and focus
• Ability to type 50 wpm required
• Attendance is an essential function

We offer a great working environment with a focus on work/life balance. We offer a full benefits package with Medical Dental Vision Paid Time Off Holiday Pay 401K with a match Short-term and Long-term disability and some additional non-traditional creative benefits. Our office mascot is Oakley a friendly golden retriever. This is a great opportunity to play a key role in the continued success of our company.