This is an opportunity for professional development within the financial services industry.
We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.
Responsibilities
- Answer and direct phone calls
- Organize and schedule appointments
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Order office supplies and research new deals and suppliers
- Maintain contact lists
- Submit and reconcile expense reports
- Provide general support to visitors
- Act as the point of contact for internal and external clients
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
- Responsible for the general cleanliness of the office, greeting clients and extending hospitality.
- Responsible for managing a consistent process for gathering initial and ongoing client data to facilitate case analysis and prepare for the plan presentation meeting.
- Assists with the preparation and completion of applications and service agreements. Responsible for collecting suitability data and ensuring all paperwork is in good order prior to submission.
- Responsible for preparing some of the elements required for a client meeting, including document preparation, meeting space preparation and briefing the advisor on any client information or key events.
- Responsible for receiving, summarizing, communicating and filing all compliance information, instructions and bulletins. Also responsible for ensuring that the business operations and records retention within the practice meet all compliance requirements. This includes recording and submitting mail logs, check logs, advertising logs, etc.
- Responsible for maintaining office equipment and supplies as well as coordinating office systems and rental relations.
- Responsible for creating a structure/process for filing and organizing client data, records and forms in adherence with compliance record retention guidelines. Also responsible for the population and management of the Ameriprise CRM platform, a Salesforce program.
- Responsible for the effective utilization of technology that supports the required business processes, helping build practice capacity and create value by enhancing the client experience.
Skills
- Proven experience as an administrative assistant or office admin assistant
- Knowledge of office management systems and procedures
- Working knowledge of office equipment, like printers and fax machines
- Proficiency in MS Office
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
Applicants Will Be Subject To:
- A background-check
- Fingerprinting
- A confidentiality agreement
Job Type: Full-time
Pay: $17.50 - $20.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Paid time off
Work Location: In person