Administrative Assistant/Client Service Associate

The Administrative Assistant (AA)/Client Service Associate (CSA) will work closely with the Director of Operations, providing administrative support and assisting with various office tasks. With direction, the AA/CSA will assist the team in many areas of our financial planning practice, including answering in-bound calls, preparing new account and service paperwork, managing multiple computer systems, providing customer service both in person and over the phone, facilitating and resolving client service requests, scheduling client meetings, generating and mailing correspondence, and completing other administrative tasks as assigned.  Communication skills will be constantly put to the test, as will the ability to prioritize multiple tasks simultaneously, as a focal point of a multifaceted, fast-paced business environment.  The overall goals are to deliver high-quality client experience, and help in running a productive and efficient office.

The job responsibilities include, but are not limited to:

• Responds to emails, answers phone, and communicates in a prompt, courteous, and helpful manner.
• Prepare for and follow up from client meetings.
• Service clients’ accounts.
• Handle miscellaneous operational and compliance activities.
• Assist with general administrative tasks:

- Document management

- Client files and recording keeping.

- Firm projects.

- Existing workflow software knowledge and maintenance

- Advertising compliance.

• Resolve standard client issues effectively and efficiently including address changes, sending, and receiving client deposits and withdrawals, opening accounts, processing new business, and set up and teach client on-line access.
• Maintains contact with clients regarding their accounts and can clearly articulate any service requests.
• Scans, files, and manages on-line documentation.
• Research client issues, historical transactions, etc.
• At times responsible for meeting preparation and follow-up including assembling requisite paperwork, account reviews, report generation and meeting documentation.
• Maintain CRM database.
• Protects clients' rights by maintaining confidentiality of personal and financial information.
• Performs tasks in a manner that displays a commitment to excellence, best practices, compassionate and superior customer service with every client and co-worker.

Requirements

• Outstanding written and oral communication skills.
• Highly organized with absolute attention to detail.
• Client-first attitude, creative thinker.
• Proven ability to prioritize and handle multiple tasks efficiently.
• Self-motivated and demonstrated initiative.
• Strong computer skills with a proficiency in Microsoft Office and Outlook and efficient and effective at navigating the Internet and major social media platforms.
• Professional demeanor in handling all aspects of business.
• Ability to maintain industry compliance requirements.
• Ability to work courteously and respectfully with clients, co-workers, and vendors.

Required Experience & Education:

• BA/BS degree preferred or equivalent work experience.
• Minimum of 4 years of administrative, hands-on client experience.

Job Type

• Full-time

Schedule

• Monday - Friday, 8:30AM - 4:30PM

Education

• Bachelor's Degree or equivalent experience preferred.

Experience

• Client Service: 2 years (Required)
• Financial Services: 2 years (Required)

Benefits

401(k) with a healthy match (after 1 year waiting period), health insurance stipend, ancillary benefits with 50% of certain benefits employer paid.

Salary

$55,000 plus a targeted bonus between 5%-10%