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Administrative Assistant

2 months ago

Lincoln, United States TalentLink Solutions Full time

We are a boutique wealth management firm, focused on supporting clients near and in retirement. We have a blended business that integrates and coordinates retirement planning, estate planning, and investment management. Through our affiliated CPA firm, we expand our services with tax planning and tax preparation. The blend of offerings positions us to provide great value to our ideal current and prospective clients. Our mission is to partner with our clients and help them navigate towards and through a successful retirement. We are a close team and support each other to achieve this mission We love to help people, work hard but also know when to have a good laugh, and are always looking for ways to improve individually and across the team – hopefully this sounds like you


The Administrative Assistant is a servant-leader who supports the firm’s overall operational efficiency as well as the client experience. Using strong communication skills and a professional demeanor, the position supports clients, other team members, and the office as a whole by providing exceptional service both internally and externally. You are responsible for facilitating and maintaining ongoing client support, answering general inquiries, handling various client matters, researching, and resolving client service issues, and preparing required documents. You are a tech-forward person that loves to dig in and build out technology to create efficiencies. You thrive in a fast-paced environment and maintain a positive and poised attitude at all times. You're an administrative pro who wants to be more and do more. You are organized and able to work independently while thoroughly appreciate being part of a team. You love organizing paper and projects and delight in filling out forms meticulously. You’re a go-getter when it comes to follow through and details rarely slip your grasp. You take immense pride in your work and your reliability, understanding that every person is critical when working in a small team dynamic.


Administrative Support

  • Serves as first point of contact for visitors to the firm while demonstrating a positive and upbeat attitude
  • Answers incoming phone calls, takes accurate messages, redirects calls to appropriate individuals
  • Schedules meetings and maintains calendars
  • Maintains electronic and paper filing systems for organization and order
  • Assists in coordinating firm marketing; manages bulk client and marketing communications
  • Coordinates with outside vendors and consultants as necessary
  • Provides administrative support with respect to the firm’s preparation of client tax returns including scanning of client documents, light data input, assembly/processing of client tax returns, coordinating client signatures, etc.
  • Assists in gathering information for client accounting services
  • Tracks and reports professional continuing education hours
  • Other administrative tasks as needed


Client Service

  • Prepares and ensures new account paperwork is successfully submitted which includes preparing forms, obtaining appropriate signatures, preparing documentation to upload, and coordinating rollovers
  • Handles routine matters for client accounts including processing name and address changes, beneficiary changes, bank authorizations, answering client questions
  • Assists in preparation of client meetings and calls; sending out agendas and preparing materials
  • Corresponds with clients to resolve client service challenges as they arise
  • Effectively manages and prioritizes assigned client service tasks and follows CRM workflows
  • Tracks outstanding client service items, proactively address outstanding issues or alerts and provide updates on pertinent items to the team
  • Helps clients understand what is needed from them and follow up to ensure they follow through
  • Supports the process with prospective clients
  • Assists clients in navigating online access to their accounts
  • Other client service-related tasks as needed


Operations Support

  • Completes data entry and run reports in various softwares and spreadsheets
  • Assists in the creation/co-creation and continuous updating of client service workflows in CRM system
  • Assists with additional operations projects (tech projects, data analysis) as needed


Qualifications

  • A strong desire, ability, and commitment to deliver on the above with consistently high performance
  • 3+ years’ experience within professional services; Wealth Management and/or Accounting preferred
  • High school diploma or equivalent; Bachelor’s degree highly preferred
  • Friendly and outgoing demeanor
  • Excellent communication skills - written and verbal
  • Proven experience in administrative and/or client service support roles
  • Strong organizational and time management skills
  • Attention to detail and accuracy in data entry and recordkeeping
  • Able to self-manage, prioritize and manage time effectively, while following established processes and procedures
  • Ability to work independently and collaboratively in a fast-paced, deadline-driven environment
  • A curious nature and a commitment to continuous professional learning and development.
  • Experience with our core platforms is preferred (Redtail, Microsoft Suite)