Administration Assistant

Job Description

Job Title: Administrative Assistant Hours: Monday – Friday 7:30AM- 4:30 PM

Primary Function:

Provide high level administrative support to a Financial Advisor. Candidate must be driven, experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Additionally, this person must be well organized, flexible, and can handle the everyday challenges of supporting a top producer.

Candidate possesses the ability to interact with other staff (at all levels) in a fast pace environment, work under pressure, and stay composed, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.

Must Have:

Organization, Stress & Time Management skills

Work with a high degree of autonomy and responsibility

Excellent written and verbal communication skills

Attention to detail & Exceptional Phone Demeanor

Strong follow-up skills

Proficient in Microsoft (Outlook, Excel, Word, Power Point, etc.)

Key Responsibilities

Manage practice when Financial Advisor is out of the office.

Responsible for entire sales process including licensing, appointments and applications.

Manage Internal Calendar utilizing Microsoft Outlook and must be flexible with last minute schedule changes and urgent meeting requests.

Answer telephone calls for the Financial Advisor from both internal and external sources. Screen phone calls and return calls thoroughly and with diplomacy per instructions; handle routine items.

Track action items and deliverables for the Financial Advisor and proactively schedule the time required to address them.

Ensure Financial Advisor is prepared for all meetings in advance to include time for pre-reading, review and commentary on materials

Manage client service requests (Account & policy holder services)

Assist with the assembly of materials for various projects and client meetings

Manage and assist with high net worth client database

Full-time