Administrative Assistant PartTime

3 weeks ago

Indianapolis, United States WestPoint Financial Group Full time

WestPoint Financial Group is assisting with the sourcing of this candidate for Family Business Legacies, LLC.

Family Business Legacies, LLC is looking for a task-oriented and proactive Part-Time Administrative Assistant to add to their team. The candidate selected will possess the ability to work in a fast-paced environment, be well organized, and have a team player mentality. This position is part-time with the opportunity to expand to full-time (if desired), has flexible hours within business hours (Monday-Friday, 8 am to 6 pm), and will be in the office.

Starting wage: $18+ an hour

Start date: On or after 11/11/2024

Duties:

  • Directly reports to Financial Advisor; dotted line reports to Executive Assistant; collaboratives with entire small team: Financial Advisor, Executive Assistant, and another Administrative Assistant
  • Identify specific client groups and run insurance reports (from proprietary platforms) as needed/requested and on a quarterly, semi-annual, and/or annual basis
  • Prepare client insurance and investment service forms for client signature and submission
  • Research recent insurance information (from proprietary platforms) to update client insurance summary spreadsheets (MS Excel)
  • Request data from clients via email (MS Outlook), check shared folders to see if requests were uploaded (OneDrive), set reminders to follow up with clients, and track progress on documents request checklists (MS Excel, etc.)
  • Follow up on various insurance and investment requests/submissions to ensure their completion by various parties
  • Assist with social media, website, and other marketing projects
  • Prepare insurance and investment applications using client data
  • Send and save client documents/forms via DocuSign
  • Attend and participate in weekly, monthly, and annual team meetings
  • Adhere to processes, procedures, and work instructions as defined by Family Business Legacies, LLC and WestPoint Financial Group
  • Opportunities for growth and cross-training in various areas as backup to other team members:
    • Ensure client data across all proprietary platforms matches and is accurate
    • Maintain 5000+ client files in OneDrive and proprietary platforms
    • Scan, name, and save client meeting notes to OneDrive, according to prescribed naming conventions, as outlined by Family Business Legacies, LLC and WestPoint Financial Group
    • Prepare client-facing correspondence utilizing templates already in place (MS Outlook, Word, Excel, etc.)
    • Communicate with clients, internal peers, other Advisor teams, external vendors, WestPoint Financial Group staff, and MassMutual Home Office personnel regarding products, applications, and other pertinent issues
    • Accurately sort and process incoming and outgoing mail
    • Purge and dispose of unnecessary and duplicate physical files
    • Organize and maintain end-of-year greeting card list of 500+ clients

Requirements:

  • Has 1+ years in administrative experience
  • Is willing to complete securities industry fingerprinting and background check
  • Has the highest level of ethical standards
  • Gets energy from the following:
    • Driving projects and tasks to completion
    • Following through on outstanding requests
    • Taking things across the finish line
    • Checking off a box on the “to do” list
    • Ensuring desired results are achieved
  • Is tech-savvy, has proficiency with computers and MS Office, and is willing to learn proprietary platforms/systems/software
    • Has experience with MS Outlook/Word/Excel and Adobe Acrobat PDF
    • Knows how to use scanners/copiers and OneDrive
  • Has strong organizational skills
    • Work areas must not be chaos, and client-specific files must be easy to locate
  • Has multi-tasking abilities
    • Priorities can shift from day to day, and they must be able to adapt and change gears accordingly
  • Enjoys “rallying the team” and the following:
    • Getting projects moving
    • Instigating energy and momentum around a plan or solution
    • Pushing people out of their comfort zone and inspiring them to get started
    • Supporting the implementation of a solution or idea
    • Anticipating needs of the team
  • Has excellent verbal and written communication skills
    • In email, telephone, and in-person situations
  • Is detail-oriented and has critical thinking skills
    • Can determine what needs to be done based upon what has already been completed and can transfer pertinent information accordingly
  • Is independent yet proactive
    • Asks clarifying questions when necessary
    • Recognizes when skills or knowledge limit has been reached and asks for assistance
  • Can handle a steady stream of tasks and projects with little to no downtime in between
    • Status of tasks and projects must be easy to discern

Desired Qualifications:

  • Enjoys “rallying the team” and the following:
    • Getting projects moving
    • Instigating energy and momentum around a plan or solution
    • Pushing people out of their comfort zone and inspiring them to get started
    • Supporting the implementation of a solution or idea
    • Anticipating needs of the team
  • Has excellent verbal and written communication skills
    • In email, telephone, and in-person situations
  • Is detail-oriented and has critical thinking skills
    • Can determine what needs to be done based upon what has already been completed and can transfer pertinent information accordingly
  • Is independent yet proactive
    • Asks clarifying questions when necessary
    • Recognizes when skills or knowledge limit has been reached and asks for assistance
  • Can handle a steady stream of tasks and projects with little to no downtime in between
    • Status of tasks and projects must be easy to discern

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