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Administrative Assistant

4 months ago

Waukesha, United States TalentLink Solutions Full time

We are a boutique wealth management and retirement plan consulting firm, supporting more than 300 households and over 100 retirement plans. We are service-oriented, and our clients stay with us because of the incredible service they receive. We have a blended business and always do what is right for the client, including financial planning, tax planning, estate planning, and investment management. Our mission is to partner with our clients and help them toward successful retirement goals. No matter the phase of life; we are here to be our clients’ advocate and guide as they navigate the complexities of life. We are a close team and support each other to achieve this mission


We are expanding our team and hiring an Administrative Assistant. This position is responsible for supporting one advisor, preparing for upcoming client meetings, answering general inquiries, handling various client matters, and resolving client service issues. You're an administrative pro who wants to be more and do more. You are organized and able to work independently while thoroughly enjoy being part of a team. You love organizing paper and projects and enjoy filling out forms meticulously. You’re a go-getter when it comes to follow through and details rarely slip your grasp.


This position will support the office in the following ways:

  • Work with an Advisor to ensure they are prepared for all meetings and has everything they need to be successful
  • Perform support functions for the office including maintaining paper and electronic files, preparing recurring and ad hoc correspondence, running reports
  • Prepare and ensure new business paperwork successfully submitted which includes preparing forms, obtain appropriate signatures, prepare documentation to upload to home office, track new insurance applications and coordinate rollovers
  • Correspond with clients to complete new accounts, asset transfer, and other forms and resolve client service challenges in accordance with stated service level agreement
  • Handle routine matters for client accounts to include processing name and address changes, account applications, and bank authorizations, answering client questions via telephone and face to face
  • Assist with other duties and projects, research requests and operational follow-up items as assigned
  • Contact home office and product sponsors to resolve errors as needed


The ideal candidate:

  • 3+ years of administrative and client service experience; financial services experience a plus
  • Bachelor’s degree preferred
  • Must have strong organizational and prioritization skills
  • Willingness to take initiative and work independently to research/resolve client issues
  • Ability to take direction
  • Must be an above average communicator with exceptional interpersonal skills
  • Problem solving skills to determine the most efficient method of problem resolution while complying with corporate and regulatory procedures
  • Excellent work ethic
  • Excellent follow-up and follow-through capabilities
  • Professional attitude, demeanor, and appearance
  • Strong attention to detail
  • Must be computer literate and proficient with Windows, Word and Excel; experience with CRM (Customer Relationship Management) database highly preferred
  • High degree of confidentiality and latitude
  • Work both independently and within a team