Administrative Assistant

1 week ago

Independence, United States Vantage Financial Full time

Job Title: Administrative Assistant

Location: Independence, Ohio

Job Type: Full-Time

Job Summary

We are seeking a proactive and organized Administrative Assistant to support our financial advisory team. This individual will play a key role in managing daily operations, providing top-tier customer service, and supporting the financial advisor in various administrative tasks. The ideal candidate is self-motivated, detail-oriented, able to multitask efficiently, and takes the initiative to address client and team needs.

Key Responsibilities

  • Serve as the primary point of contact for client inquiries, providing exceptional customer service and managing communication between clients and the financial advisor.
  • Schedule and coordinate client meetings, including preparing necessary documentation and follow-ups.
  • Assist in preparing financial documents, reports, and presentations as required by the advisor.
  • Maintain and organize client files and databases, ensuring all information is up-to-date and accessible.
  • Handle general administrative tasks such as answering phone calls, managing emails, and organizing the office environment.
  • Process new account applications, transfers, and other client paperwork accurately and in a timely manner.
  • Track and follow up on client requests, ensuring resolutions are achieved quickly and professionally.
  • Monitor compliance requirements and ensure all client interactions and files meet regulatory standards.
  • Assist with marketing efforts, such as updating client communication materials and managing social media presence.
  • Other duties as assigned by the financial advisor to support office efficiency and client satisfaction.

Qualifications

  • High school diploma or equivalent required; associate's or bachelor's degree preferred.
  • Prior administrative or customer service experience in financial services is a plus.
  • FINRA registrations (Series 6, 7, or 63) preferred but not required.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and financial software.
  • Experience using the CRM Redtail is a plus.
  • Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
  • Excellent communication and interpersonal skills.
  • Demonstrated ability to work independently and take initiative.

Additional Attributes

  • A proactive and solution-oriented mindset.
  • Ability to maintain client confidentiality and handle sensitive information with discretion.
  • Strong time management skills and ability to prioritize workload effectively.
  • A positive and upbeat personality

Other Information

  • Competitive compensation based on experience.
  • Vantage offers a suite of employee benefits including PTO, health insurance, dental/vision, ancillary insurance, 401k employer match and more.
  • This is an in-office position at our home office in Independence, OH. After a probationary period and with proven performance, there is an opportunity to work approximately 1 day per week remotely.

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