Administrative Assistant

2 days ago

Rye Brook, New York, United States Madison Approach Full time
Job SummaryWe are seeking an experienced Administrative Assistant to join our team at Madison Approach. As a key member of our support staff, you will provide administrative support to our financial advisors, ensuring the smooth operation of our office. Key ResponsibilitiesAdministrative and Scheduling
  • Meet and greet clients, providing exceptional customer service
  • Answer incoming phone calls, take and deliver messages, and schedule appointments
  • Filing, copying, and preparing documents for client signatures
  • Book conference rooms, set up meetings, and ensure a welcoming environment for clients and meeting attendees
  • Compose letters, prepare paperwork, and open, sort, and distribute incoming mail
  • Handle advisor email, reviewing, scrubbing, and prioritizing messages
  • Update annual marketing pieces in December
Prospect and Client Meeting Preparation and Follow-Up
  • Prepare case materials for initial meetings and appointments
  • Run new and in-force illustrations, prepare proposals, and gather client statements
  • Prepare new account paperwork, insurance applications, and meeting materials
  • Add prospect and client names to the CRM and update records
Post Sale Support and Client Onboarding
  • Prepare notes and admin materials from client meetings
  • Mail and email follow-up notes or items to clients
  • Prepare and submit LADL and BD new business paperwork
  • Review completed applications for errors and missing information
  • Manage new business underwriting, follow-ups, and NOGO issues
  • Client communication during application processing
  • Set up online client access and create new client files
  • Prepare policies for delivery and send client welcome letters/packages
Client Service
  • Maintain client files, update information, and answer client policy/account questions
  • Track BD deposits and transfers, and serve as the point of contact for client online access
  • Routine client service, including changes of beneficiary, address, and other updates
  • Client communication during change processing
  • Place trades in BD accounts and rebalance investments
  • Research securities and manage e-Money
Client Experience & Marketing
  • Develop and implement annual marketing plans with advisors
  • Create and implement the Client Service Model
  • Manage and update the CRM, client segmentation, and team website
  • Manage LinkedIn, Hearsay Social, Facebook, and other social media
  • Marketing and client event planning, coordination, and follow-up
  • Client mailings, birthday, anniversary, and holiday cards
  • Develop client communications and manage client campaigns
  • Compliance approval and submissions
  • Random acts of kindness and client gifts
Office Management
  • Create agendas for team meetings and facilitate meetings
  • Take and distribute notes from team meetings
  • Payroll and bookkeeping responsibilities, commission issues, and office operations
  • Manage the team calendar, identify and implement systems and processes to improve efficiency
  • Licensing and CE requirements, managing staff and performance reviews
  • Resolving home office issues and preparing weekly/monthly team production reports
  • Organizing quarterly/annual team business planning

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