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Office Administrative Coordinator

2 months ago

Hampton, New Hampshire, United States Valmark Securities Full time

Position Overview:
Valmark Securities is seeking a detail-oriented and methodical individual to fill the role of Administrative Support Specialist. This position is ideal for those who are analytical and excel in fostering client relationships.

Key Responsibilities:
The Administrative Support Specialist will be responsible for providing comprehensive support to advisors and team members. Duties include:

  • Managing calendars and coordinating meetings.
  • Overseeing client data management and document processing.
  • Facilitating proactive problem-solving to enhance client experiences.

This role also involves managing daily client workflows, which encompasses initiating processes, conducting follow-ups, and ensuring that all tasks progress towards completion. The Administrative Support Specialist will serve as the primary point of contact for client communications.

Essential Duties:
In this role, you will:

  • Handle incoming and outgoing communications with clients and partners.
  • Maintain the integrity of the CRM system and ensure all information is up-to-date.
  • Assist in preparing proposals, presentations, and reports for meetings.
  • Support client onboarding processes and create welcome materials.
  • Manage documentation, including organizing notes and preparing reports.
  • Deliver exceptional customer service and resolve client issues creatively.
  • Compose various forms of correspondence and reports.
  • Oversee office management tasks, including supply ordering and maintenance.

Core Competencies:
The ideal candidate will possess:

  • Excellent verbal and written communication skills.
  • Strong attention to detail and a client-focused mindset.
  • Self-motivation and the ability to work independently.
  • Interpersonal skills with a commitment to building lasting relationships.
  • Experience with office technology and cloud-based systems.
  • A willingness to learn and adapt to new challenges.
  • Discretion in handling confidential information.
  • Creative problem-solving abilities with a focus on resolution.
  • Comfort in a fast-paced and dynamic work environment.

Qualifications:
Candidates should have:

  • An Associate or Bachelor's degree.
  • A minimum of 2-3 years of experience in an administrative or executive support role.
  • Preferred experience in financial services, insurance, or investment sectors.
  • Proficiency in MS Office applications (Outlook, Excel, PowerPoint, Word).
  • Demonstrated organizational and time management skills with a keen eye for detail.