Administrative Support Specialist

2 days ago


Rye Brook, New York, United States Madison Approach Full time
Job Description

We are seeking an experienced Administrative Assistant to join our team at Madison Approach. As an Administrative Assistant, you will provide high-level administrative support to our financial advisors, ensuring seamless day-to-day operations and exceptional client experiences.

Key Responsibilities
  • Administrative and Scheduling
    • Meet and greet clients, answer incoming phone calls, and take messages for advisors
    • Schedule and confirm client appointments, file documents, and prepare paperwork for client signatures
    • Manage office operations, including bookkeeping, payroll, and commission issues
  • Prospect and Client Meeting Preparation and Follow-Up
    • Prepare case materials for initial meetings, run new and in-force illustrations, and prepare proposals for investment platforms
    • Coordinate client meetings, including CE CPA seminars and client events, and add prospect and client names to the CRM
  • Post Sale Support and Client Onboarding
    • Prepare notes and follow-up materials for clients, submit and track new business paperwork, and review completed applications for errors
    • Manage new business underwriting, client communication during application processing, and set up online client access
  • Client Service
    • Maintain client files, answer client policy and account questions, and track BD deposits and transfers
    • Provide routine client service, including changes of beneficiary, address updates, and client communication during change processing
  • Client Experience & Marketing
    • Develop and implement annual marketing plans, create and update team websites, and manage social media presence
    • Coordinate marketing and client events, including logistics and follow-up
  • Office Management
    • Create agendas for team meetings, facilitate meetings, and take and distribute notes
    • Manage office operations, including equipment and supplies, and identify and implement systems to improve efficiency

Requirements

  • Excellent work ethic, computer skills, and organizational skills
  • Ability to work in a fast-paced office environment
  • Strong communication and interpersonal skills
  • High school diploma or equivalent required; associate's or bachelor's degree preferred

What We Offer

  • Competitive salary range: $60-70K
  • Opportunities for growth and professional development
  • Collaborative and dynamic work environment


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