An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Job Description - Assistant to a Financial Advisor
POSITION OVERVIEW
Provide ongoing daily administrative and operational support to the Financial Advisor. Maintain proactive, professional communication with clients to ensure an excellent client experience. Maintain a high standard of compliance in all aspects of related business activities. Support the Financial Advisor in achieving their business goals.
POSITION DESCRIPTION 1.
Ensure consistent delivery of exceptional service on the team to meet or exceed client expectations and service standards. Respond to and ensure all incoming client calls, e-mails, communications, faxes and inquiries are responded to in a quick, efficient manner. Manage all incoming administrative communication as possible and delegate remaining communication to the Financial Advisor as and when required. Provide quick, effective responses and resolution to administrative-based client issues ensuring prompt and efficient problem resolution. Escalate problems or client issues and bring to the attention of the Financial Advisor as required. Review and distribute all incoming internal and external correspondence. Review and distribute all outbound correspondence (word processing and mail merges). Manage all administrative requirements related to the day-to-day operations of the team including, but not limited to: Account Opening and follow up, Account and Asset Transfer initiation and follow up, Systematic Investment Plans (Auto Invest), Systematic Withdrawal Plans (Auto Withdrawal), Daily activity reports, Other routine administrative functions. Monitor your individual activities to ensure adherence to policies and procedures, completeness and accuracy. Maintain comprehensive communication with clients using a contact management system. Schedule and prepare the Financial Advisor for all client meetings and reviews. Assist the Advisor in delivery of all relevant client service deliverables including, but not limited to: call rotations, birthday cards, holiday acknowledgements, newsletters, client events, etc. Establish and maintain effective partnerships with the Financial Advisor, colleagues and business liaisons outside of the branch team (i.e. Mutual Fund representatives, Accountants, Lawyers, etc.). Ensure your individual work area is kept neat and tidy.§ Track and request office supplies as and when required. Ensure proper operation and maintenance of team owned equipment. Ensure the resolution of technical problems with team owned equipment, calling vendor or technical support staff as required. 2. Maintain a high standard of compliance in all aspects of the business. Ensure all supporting documentation for new accounts and other industry documentation is correct and complete. Follow the Code of Conduct. 3. Help the Financial Advisor achieve their business goals. Provide various business reporting as and when required by the Financial Advisor for review and/or discussion. Meet with the Financial Advisor to understand business goals and the various strategies in place to achieve them. Support ongoing change initiatives and new business practices in the business. Track referrals
POSITION REQUIREMENTS
Excellent computer skills with working knowledge of Microsoft Office SIE/Series 7 license preferred, but not required Enthusiastic, motivated, committed and a team player Reliable and professional Personable and able to form good rapport with others Excellent oral and written communication skills Highly organized, good at multi-tasking and able to prioritize activities Process oriented with attention to detail Enjoys routine and administrative work responsibilities Able to work well in a dynamic, fast-paced environment. Interpersonal skills to develop and maintain good relationships with the Financial Advisor, clients and colleagues Good problem-solving skills sufficient to identify a problem, generate solutions and decide on a course of action at an administrative level Professional dress Full Time, on-site in Middlesboro, Kentucky• Must provide two references
