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Executive Administrative Coordinator

2 months ago

Maumee, Ohio, United States TFO Wealth Partners Full time
Job Overview

TFO Wealth Partners is in search of a Strategic Administrative Coordinator to join our team. This role is pivotal in supporting the Director of Client Experience Coordinators and ensuring a smooth operational flow.

POSITION SUMMARY: The Strategic Administrative Coordinator will manage various administrative tasks, including client communication, meeting scheduling, and coordination of Adviser requirements. This position plays a crucial role in maintaining and servicing client plans through documentation and internal systems.

  • Deliver high-level administrative assistance.
  • Coordinate both internal and external meetings.
  • Arrange travel logistics comprehensively.
  • Serve as the backup for the main phone line.
  • Proactively prepare technology for both in-person and virtual meetings.
  • Manage calendars for meetings, ensuring timely starts and finishes.
  • Ensure conference rooms are reserved correctly.
  • Prepare meeting materials in advance.
  • Foster relationships with professional organizations to meet client needs effectively.
  • Draft cover letters and manage client documentation.
  • Download and organize monthly statements and annual tax documents.
  • Assist with operational projects and compliance mailings as necessary.
  • Accurately capture and maintain client information in CRM systems.
  • Understand operational workflows and timelines.
  • Follow established procedures and workflows diligently.
  • Prioritize tasks effectively and manage workload independently.
  • Translate verbal and written requests with clarity.
  • Possess knowledge of internal processes related to client requests.
  • Support colleagues while adhering to timelines.
  • Engage in ongoing education to stay updated with regulatory and technological advancements.

CLIENT SUPPORT FUNCTIONS

  • Inputting and updating client and prospect information.
  • Generating Monthly/Quarterly Client Review Meeting Reports.
  • Scheduling meetings with prospects and clients.
  • Confirming client information during scheduling.
  • Sending reminder emails prior to meetings.
  • Creating tasks and meeting hubs as required.
  • Setting up meeting rooms with necessary technology.
  • Ensuring Advisers adhere to meeting schedules.
  • Preparing client folders and digital meeting materials.
  • Managing mailings and documentation.
  • Scanning and saving important documents.
  • Handling seasonal processes such as 1099s.
  • Executing various projects related to client summaries.
  • Generating reports upon request.
  • Assisting fellow administrators in the Admin Queue.
  • Training on basic client maintenance tasks.

ESSENTIAL QUALIFICATIONS:

  • Exceptional communication and computer skills.
  • Strong work ethic with the ability to multitask.
  • Capability to work independently and meet deadlines.
  • Adaptability to a fast-paced work environment.
  • Proactive approach to anticipating needs.
  • Willingness to pursue ongoing industry education.
  • Project management experience is advantageous.

ADDITIONAL SKILLS:

  • Preferred Bachelor's degree.
  • Ability to maintain professionalism in a dynamic environment.
  • Commitment to teamwork and sharing knowledge.
  • Strong organizational and problem-solving skills.
  • Experience in a customer-focused service role.
  • Proactive and strategic thinking abilities.
  • Capacity to manage change effectively.
  • High standards of personal accountability.
  • Attention to detail and commitment to resolution.
  • Openness to training and feedback for continuous improvement.

COMPENSATION AND BENEFITS:

TFO Wealth Partners offers a competitive compensation package along with a comprehensive benefits program, including a 401(k) plan with company matching, paid holidays, and vacation time. We highly value professional development and provide opportunities for continuing education and training.

ABOUT US: Our mission is to assist families in connecting their wealth with their purpose. We strive to create a rewarding and enjoyable work environment that empowers our team members to excel in their roles and support our clients effectively.