Administrative Assistant - Full-time

Job Description
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. Assist in daily business operations. This position completes tasks which allow the advisor to focus more time and energy on client acquisition and deepening client relationships. The administrative assistant supports the many different tasks for which the practice is responsible and ties directly to the overall business plan of the practice. This role provides administrative support by scheduling meetings, preparing for meetings, preparing client forms and communications and tracking new business. This role is responsible for responding to ad hoc requests, coordinating/tracking projects and managing business-as-usual projects such as scanning, filing to the cloud, maintaining a clean and orderly office, and organizing the logistics of client seminars/events.
Responsibilities
Responsibilities and time allocation will change over time to meet the needs of the practice and can include other duties as assigned. Typical position functions:
70% Administrative Assistance
• * Prepare and process client forms and applications
• * Manage all incoming and outgoing mail
• * Track/maintain client and practice documents and files
• * Follow-up with home office to resolve issues
• * Schedule client appointments and prepare agendas/forms for appointments
• * Conduct client appointment reminder calls and check-in calls on follow up items
• * Assist other team members as needed by performing other allowable duties as assigned
30% Client care
• * Greet clients upon arrival and extend hospitality to clients
• * Complete and track post-meeting tasks and transactions
• * Answer/route incoming calls and perform problem-solving for client issues
• * Maintain client contact management and file systems
• * Write notes or letters to clients on personal letterhead of administrative nature
• * Document client contacts/calls• * Track client special events and make appropriate contact per established client contact model


Staffmark is committed to providing equal employment opportunity for all persons regardless of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin, citizenship status, disability or veteran status.

*College degree and/or securities industry experience preferred • Proficient with Microsoft Excel, Word, and Outlook • Ability to quickly learn and begin using new technology (both equipment and software) • Effective and efficient organizational, task, and time management skills • Has a polite and clear phone manner • Ability to adhere to rules and regulations as stated and required by financial laws • Has high degree of comfort with technology • Is able to self-teach when given appropriate resources