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Job Description
Job Description Job Title:
Administrative Assistant Report To:
Office Manager Job Status:
Part-time (20-35 hours/week) Job Summary The Administrative Assistant is responsible for providing high-touch client service, proactive support, and strong follow-through with the purpose of delivering exceptional client experience. This role requires comfort with outbound and inbound phone communication and a willingness to connect with clients in a confident, professional, and personable manner. The Administrative Assistant specializes in client experience to ensure that Mawynn Peak Financial is an efficient and organized office, including accurate documentation of client interactions and meeting notes, allowing the advisors to focus on building client relationships. Growth Opportunity This position offers opportunity to grow into a Financial Associate role over time through increased responsibility, expanded client service ownership, and ongoing learning within the financial services industry. Essential Duties and Responsibilities Administer all areas of the client process including but not limited to: Schedule and confirm client appointments via phone and email Welcome clients and guests in a professional manner Answer and direct incoming communications and visitors both in person and via a multi-line phone system Prepare, organize, coordinate, and maintain client paperwork Assist with vendor communication including package delivery and preparing outgoing mail items Record notes from appointments, assign tasks, record opportunities, and assist in creating a follow-up plan Attend client meetings (in person or virtual) as assigned to support the advisors, capture action items, and ensure timely follow-up Proactively reach out to clients by phone and email regarding paperwork status, service needs, and follow-up items; not afraid to pick up the phone Process changes to any address, phone, email and bank information Review applications, beneficiary forms and other change requests for accuracy and completeness Generate account paperwork including statements Research and resolve client service problems for errors as needed Process and record all transactions on appropriate logs Set up client files and obtain necessary information Communicate necessary follow up with clients Maintain timely, thorough documentation of client interactions, meeting notes, and next steps in the relationship management system Update and maintain relationship management system Support ongoing efforts for growth with new clients and continuous interaction with current clientele to provide an excellent client experience Maintain a clean and orderly office environment Interact with a wide variety of companies to obtain needed information or request that certain actions be taken and follow up to ensure processes are completed in a timely manner Obtain working industry knowledge and overall familiarity with relevant internal and Broker-Dealer resources Periodic Duties and Responsibilities Be available for other projects as needed Cross train with other teams in order to backup other operational duties as needed Skills Required Understanding and proficiency are required in regards to high-touch customer relationships and customer service, data entry, confidentiality, problem resolution, and accurate documentation within a CRM/relationship management system. Proficiency with Google workspace products, as well as CRM and financial databases, is required. Candidate should be organized, client-service oriented, self-motivated, and able to work both independently and as part of a team. Abilities Required Ability to follow verbal and written communications Ability to communicate effectively with clients, prospects, public and coworkers in a professional and courteous manner (including frequent phone communication) and maintain confidentiality Client-service oriented with a proactive, personable communication style; comfortable initiating outbound calls and follow-ups Ability to express ideas clearly in both written and oral communications Ability to self-motivate and work independently Ability to work effectively as part of a team while also taking ownership of tasks and following through without close supervision Ability to get ideas accepted and to guide a group or individual to accomplish a task Ability to organize and prioritize multiple tasks (time management) Ability to stay organized and maintain accurate, timely documentation of client notes, tasks, and next steps Ability to work in a multitasking environment and embrace change Ability to work well under pressure Ability to pay close attention to detail
Language Ability:
Ability to read and interpret documents such as rules, instructions and manuals. Ability to write routine reports and correspondence.
Mathematical Ability:
Ability to add, subtract, multiply and divide. Ability to understand and apply percentages.
Reasoning Ability:
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Education and Experience Associates degree or equivalent from two-year college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience. Customer Service Experience required. Experience in the financial services industry and/or administrative support is preferred. Securities offered through Registered Representatives of Cambridge Investment Research, Inc. a broker-dealer, member
FINRA/SIPC.
Advisory Services offered through Cambridge Investment Research Advisors, Inc a Registered Investment Advisor. Cambridge and Mawynn Peak Financial are not affiliated.
