Onsite-Financial Services Administrative Assistant

Location: ONSITE

Hours: 30-40 per week- Flexible schedule

Type: Temp to Perm

This position provides customer service and administrative support to financial advisors. You will interface with clients, prospects, vendors, other employees and others by answering and responding to emails and phone calls quickly and efficiently, while maintaining operating efficiency with paperwork and software programs. Additionally, the role ensures the accuracy of transactions, oversees account maintenance, acts as a liaison with the broker/dealer, as needed, and ensures compliance with all relevant government regulations.

Core Responsibilities

• Possess a positive attitude and a pleasant demeanor
• Greet clients and handle their immediate needs
• Assist with projects, as needed
• Accept deliveries and incoming faxes
• Help with client mailings
• Schedule meetings for advisors
• Use COMMunity Link® / Clientworks to access resources, Morningstar®, and so on
• Meet with clients to complete paperwork; ensure all required forms are completed fully and accurately.
• Complete all forms correctly and submit them in a timely fashion
• Generate reports and presentations for advisor’s meetings with clients.
• Provide total office coverage in the absence of advisors or other employees
• File client statements, correspondence, and agreements so that all client filing is completed in a timely fashion
• Track pending business paperwork; update pending business summary sheet for advisor’s attention when documents are outstanding; track and tally all outstanding work weekly
• Handle phone calls from clients, when appropriate; transfer calls to advisor, when required
• Build and maintain relationships with prospects and clients
• Organize client appreciation events and seminars
• Spearhead marketing programs for prospects and/or clients using tools such as mail merge.
• Update and maintain Customer Relationship Management (CRM) system of clients and prospects to ensure accuracy and maximize effectiveness of data
• Ensure check deposits and withdrawals are made in a timely and accurate manner.
• Oversee all areas of compliance
• Manage and resolve client service problems
• Provide administrative support, including:
• Maintain updated client contact records using CRM system.
• Print trade confirmations.
• Follow up on outstanding transactions with Commonwealth (e.g., transfers).
• Maintain up-to-date organized client files, including copies of all signed applications and forms, according to Commonwealth’s Compliance requirements.
• Prepare and send outgoing mail.
• Maintain appropriate turnaround time on incoming items (e.g., 24 hours for checks).
• Other duties, as assigned

Qualifications/Skills

• At least three years’ experience in an administrative role
• Ability to think conceptually and high attention to detail
• A self-starter who can work independently
• Ability to handle multiple tasks and operate under tight deadlines
• Detail-oriented; strong math, decision-making, and analytical skills
• Sufficient patience to do repetitive work correctly
• Ability to follow directions - fill out forms exactly
• Demonstrated ability to work in fast-paced environment
• Excellent organizational and time management skills
• Sophisticated organizational skills, including physical resources (such as files, manuals, etc.) and nonphysical resources (such as calendars, appointments, events, client contact records, images, etc.)
• Familiarity with basic marketing concepts and practices
• An amazing attitude and extraordinary customer service skills
• Ability to think on one’s feet with changing situations
• Outstanding computer skills, including knowledge of CRM software programs and MS Office Suite (Word, Excel, and PowerPoint)
• Technical aptitude, including strong PC, Internet, and software skills
• Superior interpersonal, oral, and written communications skills in person, through email and on the phone
• Ability to break down complex objectives into discrete steps and tasks to facilitate successful implementation
• Exceptional customer service experience
• Ability to interact with people across all levels of the business
• Ability to effectively prioritize workload and meet deadlines
• Strong work ethic

Preferred knowledge/skills/competencies

• Bachelor’s degree from a 4 year college or university
• Vast Experience in the financial services industry
• Licensed (Series 6, 7, 63, 65)
• Proficient in Spanish
• Knowledge and/or experience with qualified plans

Company Benefits/Perks

• 401(k) matching/profit sharing
• Health insurance
• Health savings account
• Paid time off
• Vision insurance
• Dental insurance