Executive Assistant/Client Services

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Job description

Position Description:

We are seeking an Executive Assistant/Client Services to step into an instrumental role with a fast-paced, high-level financial planning firm. The ideal candidate will be responsible for managing client relationships and ensuring their needs are met while assisting Advisors and their daily administrative and operational needs. We are an independent advisor franchisee with a financial advisory practice of Ameriprise Financial.

Position Functions:

• Provide administrative and operational support for 4 Financial Advisors
• Provide exceptional client experience while building and maintaining client relationships and addressing any inquiries or concerns promptly. Liaison between the Financial Advisors, Clients, and product sales agents as needed
• Manage, process, and track all incoming and outgoing correspondence via emails, paperwork, and mail
• Track and renew advisor licensing, continued education, and compliance requirements
• Maintain data entry and online filing system of client documents, keeping client paperwork up to date via Salesforce/CRM
• Responsible for extensive scheduling; calendar maintenance for the 4 Financial Advisors; setting client meetings using CRM and Microsoft Outlook calendar, reserve meeting space conference rooms, make dining reservations as necessary, and manage day to day business operational flow
• Disburse work request amongst team and confirm all follow-up has been completed after client appointments
• Greet incoming clients, this role is the face and voice of the practice
• Ensure the office runs smoothly from all perspectives including administratively, functionally, and logistically
• Excellent communication with clients and other advisors/staff; outgoing, personable, and friendly
• Exceptionally strong organizational and computer skills
• Direct attention to detail
• Effective and efficient time management
• Ability to multi-task and comfortable in a fast-paced environment
• Punctual & dependable with a high level of integrity and confidentiality
• Ability to adhere to rules and regulations as stated and required by advisor and Ameriprise
• Maintain confidentiality with strong ethical standard and professionalism.
• Ability to support and provide guidance for compliance within the advisor's practice
• Positive attitude and sincere willingness to constantly learn and grow

Key Traits/Qualifications:

• Excellent communication with clients and other advisors/staff; outgoing, personable, and friendly
• Exceptionally strong organizational and computer skills
• Direct attention to detail
• Effective and efficient time management
• Ability to multi-task and comfortable in a fast-paced environment
• Punctual & dependable with a high level of integrity and confidentiality
• Ability to adhere to rules and regulations as stated and required by advisor and Ameriprise
• Maintain confidentiality with strong ethical standard and professionalism.
• Ability to support and provide guidance for compliance within the advisor's practice
• Positive attitude and sincere willingness to constantly learn and grow

Education/experience and other requirements:

• Knowledge and experience in Financial Services industry is ideal
• Some college experience preferred and/or 3-5 years of similar experience
• Proficiency with Salesforce/CRM, Morningstar Workstation, and Outlook preferred
• Scheduling experience is a plus

Pay/Benefits:

• Competitive pay commensurate with experience ($50,000 - $65,000)
• Bonus potential
• Medical Benefits (Health and Dental)
• Holiday, Sick and Vacation Pay
• Simple Retirement Plan with 3% match
• Full-time Position, in the office Monday - Friday during normal business hours

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