We are seeking a highly organized, detail-oriented, and client-focused Administrative Assistant to join our wealth management team. This individual will play an important role in supporting financial advisors, maintaining efficient office operations, and delivering an exceptional client experience.
Key Responsibilities:
- Open and close the office and maintain a professional, welcoming environment.
- Manage incoming calls, greet clients, coordinate deliveries, and distribute mail.
- Order and maintain office supplies and assist with office events and client appreciation activities.
- Prepare outgoing shipments and manage document tracking as needed.
- Maintain organized records and ensure daily office operations run smoothly.
- Serve as a primary point of contact for clients, providing courteous and responsive service.
- Schedule and coordinate client appointments across multiple advisor calendars.
- Prepare appointment confirmations, meeting reminders, directions, and client correspondence.
- Create Zoom meeting links and assist with scheduling changes as needed.
- Recognize client questions or concerns and direct them to the appropriate financial advisor.
- Support advisors with administrative tasks and help ensure a positive, professional client experience.
- Scan, upload, and process client documents accurately and promptly.
- Handle checks and other time-sensitive items in accordance with established office procedures.
- Prepare, proofread, and distribute letters and other client communications.
- Follow firm policies and applicable procedures when handling confidential client and financial information.
- High school diploma or equivalent required; an associate or bachelor's degree is a plus.
- Previous experience in administrative support, office management, client service, or a similar role preferred.
- Experience in financial services, wealth management, banking, or a professional services environment is highly desirable.
- Excellent verbal and written communication skills.
- Strong organizational skills and the ability to prioritize competing responsibilities.
- Proficiency in Microsoft Office and Google Workspace.
- Ability to manage calendars, coordinate meetings, prepare correspondence, and maintain accurate records.
- Strong attention to detail, problem-solving skills, and the ability to work independently.
- Professional demeanor and a commitment to maintaining client confidentiality.
- Familiarity with CRM systems and financial services technology is a plus.