Administrative Associate

Greet, welcome, and assist clients, guests, and visitors in a warm, professional manner Notify team members of client arrivals; seat clients and prepare conference rooms Offer beverages/snacks and maintain a polished reception and meeting-room environment Answer incoming phone calls promptly and professionally; route calls or take accurate messages Respond to phone calls, emails, and texts in a timely manner per service standards Address general inquiries and escalate matters requiring advisor input appropriately Coordinate client gifts, cards, flowers, and tracking in accordance with company policy Assist with estate processing workflows upon client death, including CRM updates Maintain cleanliness and organization of reception, conference rooms, kitchens, and common areas Manage office supplies, coffee/tea stations, client materials, and conference room setups Operate and maintain office equipment (copiers, printers, postage machines); place service calls as needed Receive, sort, log, and distribute incoming mail and packages; prepare outgoing mail and shipments Prepare meeting materials, packets, presentations, and seminar supplies Update daily reception welcome materials and office schedules Support travel arrangements, company events, and internal meetings as needed Handle confidential information with discretion and accuracy Support special projects and cross-functional initiatives as assigned Maintain a professional appearance, positive attitude, and service-first mindset Document all client contact and service requests accurately in the CRM Assist clients with service-related requests (statements, tax documents, contact updates, forms, scheduling, etc.) Coordinate and confirm client appointments; manage conference room calendars and reservations Prepare, proofread, process, and track applications, service forms, and client documentation Support digital onboarding, DocuSign, online access, and e-delivery setup Assist with money movement confirmations and internal processing as required Provide reports, lists, and follow-up support for advisors (monthly reviews, birthdays, tasks, etc.) Follow and adhere to Company policies, procedures, and guidelines Be willing to learn the industry and help us maintain and grow firm's marketplace position Attend business meetings and trainings as required Perform other administrative tasks and special projects as assigned Maintain a professional attitude and appearance Possess the ability to connect with a variety of personalities Live out Faithward Formula Utilize extremely strong phone skills - high energy and passion for helping others Be a team player who thrives working with a tight-knit company where their activities directly affect the bottom line Be enthusiastic about providing the best possible customer service for clients and customers Possess a roll up your sleeves, and all hands-on deck mentality to cross functional tasks and assignments Be self-motivated and results driven with proven ability to succeed - desire to grow both professionally and personally Possess strong relationship management and the ability to drive multiple tasks to completion successfully Be a resourceful team player and a positive "can-do" attitude Have the ability to work in a fast-paced environment Think and act like an entrepreneur and take an ownership mentality in all that is done in this position Be detail oriented and helpful Have the ability to perform accurate data entry within specified time frames Possess the ability to use or quickly learn specific CRM and other business software Exhibit outstanding written, grammar, & verbal communication skills with ability to interact with all levels of an organization Possess excellent organization, problem solving, and planning skills Demonstrate excellent time management skills and ability to adhere to schedules/deadlines Be dependable and safety oriented Have the ability to work some nights and weekends as needed Produce a negative pre-employment drug screen and have the ability to pass a criminal background check Maintain a good attendance record and travel as required