Take on a key role as an Administrative Assistant supporting three Financial Advisors, ensuring smooth daily operations. Working both independently and as part of a small team, you will assist with insurance and investment administrative processes, handle client communications via phone and email, process account maintenance requests, and accurately maintain client records in the CRM system while ensuring strict confidentiality. You’ll also prepare meeting files, maintain compliant records, support administrative and operational tasks, track Continuing Education (CE) credits, and update required forms and documentation. This role requires strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced, client-focused environment.
WHY WORK WITH THIS COMPANY?
This role offers the opportunity to join a well-established financial planning firm with over 40 years in business, focused on personalized client service and long-term relationships. The organization strives for success and places a strong emphasis on internal growth and culture. You’ll be part of a collaborative, supportive team environment with a focus on professionalism and development. The company offers a competitive benefits package, including four weeks of vacation, benefits after 90 days, regular wage increases, annual bonus potential, and an employer-matched retirement savings plan.
YOUR RESPONSIBILITIES
*Provide administrative support to three Financial Advisors, ensuring the efficient operation of daily office activities.
*Respond to client inquiries via phone and email in a timely, professional manner.
*Process client service requests, including banking updates, beneficiary changes, address updates, and other account maintenance tasks.
*Accurately update and maintain client records within the CRM system.
*Ensure strict confidentiality and protection of all client information.
*Prepare and organize client, prospect, and group renewal files for advisor meetings.
*Maintain accurate, compliant, and well-organized client filing systems.
*Support advisors with administrative and operational needs in a professional and client-focused manner.
*Track Continuing Education (CE) credits to support advisor licensing requirements.
*Maintain, update, and restock required forms and documentation.
*Communicate process updates and changes to advisors, including relevant impacts.
*Develop and maintain strong knowledge of products, processes, systems, and service standards to support advisors and clients effectively.
*Stay current on regulatory, compliance, and market conduct requirements.
*Adapt positively to evolving processes and contribute to a collaborative team environment.
WHAT WE’RE LOOKING
*Familiarity with the Financial Insurance & Investment industry is considered a strong asset; experience with processing investment trades is preferred.
*Excellent written and verbal communication skills, with the ability to respond to requests in a timely manner and demonstrate professionalism, including strong telephone etiquette, tact, courtesy, and patience.
*Ability to work collaboratively within a team environment as well as independently, with strong capability to prioritize time-sensitive tasks effectively.
*Proven ability to manage multiple priorities and maintain accuracy while working in a fast-paced environment with frequent interruptions.
*Proficient in Microsoft Outlook, Word, and Excel, with a strong aptitude for learning new systems and technology.
*Strong organizational skills with effective time management and attention to detail.
*Strong attention to detail and commitment to producing accurate, high-quality work.
