Administrative Assistant

Since our inception in 2007, we have been a high-growth financial planning firm dedicated to retirement investment strategies. Our team focuses on wealth management, annuities, IRA services, life insurance, and retirement income planning, ensuring a tailored approach for our clients. We pride ourselves on long-term client relationships, with a 98% retention rate since inception. We have a 5-person advisory team, who are incredibly fast-paced and growth-oriented – 20+ new households per month is normal for us We are successful as a team because we lead with kindness and collaboration, with everyone focused on the one most important objective of taking care of the clients. We are a family-oriented firm, and many have worked with us for years. With the pace at which we operate, we work hard to take good care of our people

We are looking for an Administrative Assistant to support our advisors, our clients and our continued growth. Most importantly, you will have frequent client contact, by telephone, in-person, through written correspondence and by email. You will also work closely with and manage external partners, making you a key contributor to our client experience. You will handle most routine matters involving account opening, administration and maintenance. We want to empower you to take care of as much as possible so the advisors can focus on business growth and client relationships. You are going to be tech savvy, an adopter of change and always willing to help. You are naturally curious, and you are capable of identifying efficiency gaps and executing on improvement. You are proactive and able to help our clients and advisors steer clear of landmines. You will have impeccable detail orientation abilities and an unwavering ability to figure things out, even with little to no direction.

We are willing to train in our industry if you bring natural curiosity, strong desire to learn, impeccable follow through abilities, and initiative. After the training and adaptation period, this role will hold a lot of responsibility and autonomy.

Primary Role Responsibilities:

• Prepare investment and insurance account paperwork and manage the transfer of assets
• Respond promptly to client service requests, troubleshoot service issues, and provide effective solutions
• Assume cashiering function with custodians, ensuring accurate and efficient financial transaction processing
• Manage the annuity insurance process; obtaining illustrations, application, providing additional documentation, through getting the policy finalized and delivered
• Interface with custodians to complete new account applications and various account maintenance items, process cash and securities transactions, follow up as needed
• Prepare materials for client meetings and ensure paperwork is complete and accurate
• Update and maintain client status and information within CRM and all internal systems and reports
• Monitor workflows for client service and business operations tasks
• Proactively communicate with Advisors, providing updates and addressing concerns
• Conduct research, prioritize issues, and follow up on client and account activities
• Provide support for all client inquiries via incoming calls and email in a professional manner

Qualifications:

• Bachelor’s degree highly preferred, or equivalent work experience
• Minimum of 2 years of progressive administrative experience; client service and operations experience in investment management or financial planning preferred
• Demonstrated excellence in optimizing operational processes and delivering exceptional client service
• Advanced level proficiency in Microsoft Office
• Self-motivated and capable of working independently while thriving in a collaborative team environment
• Strong desire to contribute to key business decisions and provide valuable insights
• Reliable, responsible, and detail-oriented with exceptional organizational skills
• Outstanding communication skills, both verbal and written

Compensation & Benefits:

• Full-time position with a competitive salary and benefits including medical, dental, vision insurance, STD, LTD and 401K, PTO, 10 holidays, and flexible Friday afternoons