Executive Assistant

Job Description

We are seeking an Executive Assistant to join our team! Step into an instrumental role. Help conduct the smooth operation of a fast-paced-and friendly-financial planning office. Work as an employee of an independent advisor franchisee with a financial advisory practice of Ameriprise Financial. Completes tasks allowing the advisor to focus more time and energy on deepening client relationships. Supports the many different tasks for which the practice is responsible and ties directly to the overall business plan of the practice. The role provides administrative support by scheduling meetings, preparing presentations, preparing client communications and tracking new business correspondence. This role is responsible for responding to ad hoc requests, coordinating/tracking projects and/or managing business-as-usual projects such as electronic filing, scanning, researching equipment problems, and/or organizing the logistics of a client event.

Responsibilities:

Call to set-up meetings or appointments with existing clients and prospects

Greet clients upon arrival and extend hospitality to clients

Attend and participate in client meetings if necessary

Copy and Track all client and practice materials including business correspondence

Work with home office to ensure accurate account setup and resolve issues

Maintain client management system

Write notes or letters to clients of administrative nature and administer client appreciation

Answer unsolicited calls from prospects to schedule appointment or refer to advisor

Answer questions and provide readily available information to clients as allowable, as it relates to servicing their accounts

Document Client contact and calls

Track client special events and make appropriate contact per established client contact model

Maintain and order supplies

Maintain files and records in accordance with the records retention policy

Perform other allowable duties as assigned by the financial advisor and associate financial advisor

Provide insight and recommendations to effectively use key marketing tools (MOD, Go Social, Advisor Website, etc) that help lead to results in practice

Plan work-related travel details

Maintain and order supplies

Qualifications:

Previous experience as an executive assistant or Operations team member, or in other related fields

Strong organizational and computer skills

Ability to prioritize and multitask

Strong attention to detail and organization

Effective communication with clients and other advisors/staff and support personnel

Polite and clear phone manner

Effective and efficient time management

Ability to adhere to rules and regulations as stated and required by advisor, Ameriprise Financial

Ability to support and provide guidance for compliance within the advisor’s practice

Positive attitude and sincere willingness to constantly learn and grow

College degree or comparable experience

Sales Force helpful