We are a small Financial Planning office in San Jose and need a mid-level financial executive administrative assistant.
This position is part-time, Monday - Friday (5 hours a day). 9 am-2 pm, is a great fit for a stay-at-home parent.
Experience in the financial/banking/insurance industry is highly desired.
The Assistant’s responsibilities include managing calendars, documentation, and communication follow-up with clients. To be successful in this role, you should be well-organized, have great time management skills, and be able to act without guidance.
Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to the clients and owners.
Responsibilities
Act as the point of contact among the owner, clients, and other external partners
Managing CRM
Manage information flow in a timely and accurate manner
Manage calendars and set up meetings
Work with the client database
Format information for internal and external communication – memos, emails, presentations, reports
Take minutes after meetings
Screen and direct phone calls and distribute correspondence
Organize and maintain the office filing system
Excellent MS Office knowledge and other web-based systems
Outstanding organizational and time management skills
Familiarity with office gadgets and applications (e.g. printers, scanners)
Excellent verbal and written communications skills
Discretion and confidentiality
High School degree or better
Highly Desired - Experience in the financial industry and knowledge of common terminology with wealth management, retirement planning and banking terms.
The ideal candidate is outgoing, motivated, and professional in appearance. They will have the ability to provide a high level of Customer Service to a financial firm's client base. They will possess excellent verbal and written communication skills. Organization, detail-oriented, multi-tasking abilities, and proficient in all Microsoft products (i.e mail merge, excel, outlook, work) are a must.