Administrative assistant & client relations representative (a.k.a. “The Glue”) needed for a small and growing financial services firm that specializes in managing 401(k) Plans. Experience as an administrative executive assistant of at least 2 years within the last 5 years is required. No exceptions.
Hours needed – 36-40 hours a week. Ideal start time is sometime between 8:00 – 8:30AM with end time 4:30 – 5:00PM Monday – Friday. Some flexibility for start and end times and possible half days on Fridays depending on hours worked Mon-Thurs. No working from home options.
As the "Glue," you will be responsible for holding the office & advisor’s world together. You will work side by side with the team to stay organized, efficient, & well informed. No two days will be the same.
We are looking for an energetic, friendly, very organized, multi-tasking person with polished people skills to assist with administrative duties, client servicing and office operations. Excellent computer skills required – knowledge & experience with computers & programs – Adobe (must have experience with Adobe), Microsoft OS, OneDrive, Google Suites, Salesforce, etc.
Responsibilities and Duties and the “Three Hats”
There are essentially “three hats” that will be worn when it comes to your responsibilities and duties:
1. Administrative Assistant Duties (45-50% of time)
a. Maintain the advisor’s calendar – confirm appointments, send agendas, etc.
b. Create the plan review reports using Adobe Acrobate & other programs
c. Following up on outstanding action items from the plan reviews
d. Maintain client management system software (RPAG and Salesforce)
2. Client Relationship Representative (40-45% of time)
a. Frequent client communication (mostly email) & service – A lot of email communication. This role requires someone who is accustomed to communicating via email and is very familiar with Outlook.
b. Review follow up and handling action items from the client review meetings
c. Handling client inquiries and needs – both 401(k) and individual clients – Proficiency in Outlook, typing, writing and excellent phone presence is essential for this position.
3. Office Manager (only 5-10% of time spent in this capacity)
a. Maintain office policies and procedures
b. Operations of small office
i. Maintain office equipment (printer/scanner), phones, office supplies, toner, etc.
The Ideal Candidate Will Have:
Optimistic/cheerful/can-do attitude and ability to learn new things quickly
Strong organizational skills and strong work ethic and must be reliable.
Minimum 2 years’ experience as an administrative executive assistant
Ability to prioritize, problem solve and juggle multiple projects – multi-tasking
Self-motivated and willing to learn and work independently
Strong written, email (Outlook), telephone and verbal communication skills
Associates or bachelor’s degree (preferred, but not required)
Candidates must be able to pass fingerprinted background check
Anticipated start date is early August The candidate must pass a background check which can take approximately 1-2 weeks.
Please be prepared to provide 3-5 references with 2-3 of those references from your most recent employers.
To apply send an email to [email protected] with your resume and 2-3 paragraphs describing why you would be a great fit for this role and our office. If we feel that you would be a great match, we will contact you to schedule an initial Teams meeting interview.
Due to the anticipated volume of responses, we will contact only those candidates who most closely match our requirements. Only local candidates will be considered.
Compensation:
$24.00 to $28.00 an hour to start based on experience. Regular pay increases based on performance.
Benefits
PTO / Vacation Pay begins to accrue immediately but can only be used after 90 days. 401(k) Plan with match (4% match with 5% deferral – 100% match first 3% of deferral, 50% next 2%) after one year of service.
No health insurance benefits at this time