Administrative Assistant

1 week ago

Berlin, United States Claire Myers Consulting Full time

Our client is a dedicated wealth management firm committed to serving clients with integrity and excellence. Their family-oriented office is not only professional but also warm and welcoming, valuing flexibility and confidentiality. They pride themselves on being relatable and responsible, with a special emphasis on creating a supportive environment for families and children.


They are seeking a dynamic and self-motivated Administrative Assistant to support the Lead Wealth Advisor for Team via CEO.


The ideal candidate is an individual who can efficiently manage both professional and personal tasks, ensuring seamless communication and organization. This role is crucial in maintaining the smooth operation of the office and personal affairs, requiring a high level of discretion and professionalism. Reports directly to CEO.



Key Responsibilities


Office Management & Administrative Support


  • Greet clients upon arrival and provide a professional first point of contact.
  • Manage mail distribution, including paying bills and coordinating document scanning.
  • Maintain office organization, order supplies, and keep the space tidy.
  • Oversee and coordinate business and personal calendars, ensuring all appointments (client meetings, coaching calls, personal commitments) are well-organized.
  • Oversee equipment and knowing how operations flow, technology, printers, internet, etc.
  • Source and hire office vendor if issue arises.
  • Handle phone duties, including answering calls, transferring them, and addressing client needs.
  • Log client data in Salesforce, and perform data entry into MoneyGuide Pro and other relevant software.
  • Oversee the office bill pay process during transition period until bookkeeper is hired.



Personal Assistance


  • Assist with personal tasks, including scheduling doctor appointments, kids activities, and family vacations.
  • Manage family schedules, ensuring all personal and family responsibilities are met.
  • Help with meal prep, including planning and placing online orders.
  • Provide occasional household support, including errands, occasionally picking up kids if needed.
  • Hire and supervise vendors and contractors for personal and home projects.



Project & Team Management


  • Act as the right hand to the Owner/Head Financial Advisor, ensuring a seamless flow of tasks throughout the day. Just need to make sure she/he understands they work for me and not the other advisors.
  • Provide accountability for the team by tracking progress in Salesforce and generating reports for regular meetings .
  • Submit all DocuSign forms to clients for service tasks and oversee completion of applications.
  • Track the progress of ongoing business and ensure timely completion of client services, including insurance and annuity cases.
  • Coordinate client appreciation efforts, such as gifts and events.
  • Serve as a liaison between the Advisor, shared services team, and back-office support.
  • Manage communication flow between the Financial Advisor and the team.



Qualifications


  • 2+ years of experience in a support role within the financial services industry.
  • Experience with Salesforce, MoneyGuide Pro, Microsoft Office, Excel and other financial software is a plus.
  • Strong organizational, multitasking, and time-management skills with the ability to prioritize and meet deadlines.
  • Discretion and ability to maintain confidentiality.
  • Excellent oral and written communication skills, with a professional and approachable demeanor.
  • Flexibility and adaptability to changing schedules and needs.
  • Self-starter with a proactive attitude and ability to anticipate the needs of the Financial Advisor.
  • Life & Health Insurance license preferred (or willingness to obtain within the first month).
  • Investment registration (Series 6 or 7) expected within the first year, with spot bonuses for completion.
  • Strong client service skills and experience.



Benefits


  • Office space provided.
  • Two weeks of vacation and a Simple IRA after 90 days.
  • A family-oriented environment with flexibility and a love for their hypoallergenic dogs.
  • Health insurance or stipend.

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