Administrative Assistant

We are a boutique independent financial services firm supporting approximately 200 client households. We have proudly served our clients for over 25 years and operate in the beautiful St. Joseph MO area just north of Kansas City. We have built our reputation on exceptional attention to detail personalized service and our clients stay with us because of the level of care and expert guidance they receive. We provide tailored comprehensive solutions designed around each clients unique circumstances and goals integrating financial retirement tax and investment planning. No matter the life stage we serve as our clients advocates helping them navigate the complexities of their financial journey.

We are expanding our team and hiring an Administrative Assistant to support our Advisors and our this role you are the first person the client or prospect will typically meet and interact with and will set the stage for a friendly and professional experience. You will proactively communicate with clients to schedule and confirm meetings and keep their data up to date in the firms CRM and related company software/tools. You will be responsible for client meeting preparation tracking correspondence and working on follow-up items after meetings. You will also be responsible for office operations to keep us running smoothly. The ideal candidate will be someone who enjoys technology learning new systems and finding efficiencies. Involvement in marketing initiatives and proactive client communication are integral parts of this role. You are organized self motivated and like being part of a team. You find satisfaction in following through and completing tasks thoroughly and catching the details others might miss.

You bring a natural curiosity and genuine pride to everything you do. You are comfortable learning and using technology and are excited to maximize our Client Relationship Manager (CRM) software Redtail.

Responsibilities:

• Greet and welcome clients in a professional and courteous manner
• Answer phone calls schedule and confirm appointments for multiple individuals
• Work closely with the Advisors to ensure they are prepared for client meetings and have all materials and documents needed to be successful
• Perform support functions for the office including maintaining paper and electronic files preparing recurring and ad hoc correspondence and running reports
• Handle routine matters for clients as directed by Advisors to include processing name and address changes online access support etc.
• Create and maintain accurate client records in the CRM system (Redtail) ensuring all confidential and required information is securely stored; this role will grow into the subject matter expert on this tool ensuring data integrity
• Support the data entry of client information into all platforms
• Maintain compliance records such as advisor continuing education gift logs correspondence logs etc.
• Organize team meetings order lunch take notes
• Assist with marketing initiatives; birthday cards for clients client gifts planning workshops and events supporting social media efforts and website updates
• General office and building management; order supplies prepare conference room coordinate with vendors etc.
• Performs clerical duties such as filing scanning faxing and coffee preparation
• In charge of monthly mail outs and will assist with special projects
• Follow manage and monitor task list effectively prioritizing time-sensitive requests or issues
• Assist with other duties and projects research requests and operational follow-up items as assigned

The ideal candidate:

• High School Diploma or GED required; Bachelors degree in business administration finance or a related field preferred
• 1-3 years of proven experience in a professional setting as a receptionist executive assistant or administrative assistant required; 5 years highly preferred
• Excellent organizational and time management skills and strong documentation habits
• Exceptional written and verbal communication skills
• Strong technology skills and proficiency in Microsoft Office Suite (Word Excel Outlook PowerPoint) and CRM required
• Industry specific software experience preferred including NetX360 Albridge Redtail
• High level of professionalism and confidentiality with a strong attention to detail
• Highly organized and adaptable with the ability to multitask and shift between responsibilities throughout the day
• Superior phone skills; friendly and helpful in all interactions on the phone
• Ability to prioritize and solve problems while maintaining composure and focus

Required Experience:

Junior IC