Administrative Assistant

Job DescriptionJob DescriptionAdministrative Assistant

The Administrative Assistant allows the Advisor to focus on existing client needs, client acquisition, and compliance. This position supports the many different tasks for which the practice as a whole is responsible and ties directly to the overall efficiency and growth of the practice. It also makes sure that practice is being maintained and supported within Ameriprise Financial guidelines as well as those outlined for the practice.

Reports to: Advisor and/or Operations Director

Certificates, Licenses, Registrations, Designations Required: None

Key Responsibilities:

Basic Client Service

· Scheduling & confirming client visits

· Maintain client hospitality area and conference rooms

· Greet visiting clients

· Complete any e-filing, mailing (incoming & outgoing), faxing or scanning, as needed

· Send out Microsoft Teams links for visits

· Assist with client emails (delegate advisor client emails to appropriate team members), phone calls and in person visits

· Update client profiles with address, phone and name changes

· OFM document uploads (incoming & outgoing correspondence) and filing

· Manage client relationships by:

o Directing client calls to the appropriate team member

o Birthdays and gifts & gift tracking

· Use specific Ameriprise tools

Advanced Client Service

· Meeting prep and follow-up, including working with outside resources

· Assist with creating & maintaining client Perm file (Excel)

· Business processing management (creating, tracking & submitting to home office)

· Manage client relationships by:

o Answering client questions

o Contacting the service desk to resolve issues

o Initiating client service touchpoints

Business and Practice Management

· Maintain client files

· Scan appropriate meeting documents and client outside-account statements and save in Box

· Maintaining office cleanliness and neatness. Support cleaning crew.

· Assist with ordering and maintaining office supplies

· Plan and prioritize own work schedule

· Use to-do lists, calendars, computer software or other work/time management systems

· Perform other allowable duties as assigned by the Financial Advisor(s)

Key Skills/Abilities/Knowledge/Competencies:

For success in this role, an individual must be able to perform each primary responsibility at a basic level. More advanced candidates will possess greater experience and competency. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

· At least one-year related experience and/or training; or equivalent combination of education and experience.

Language Skills:

· Able to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations

· Able to write reports, business correspondence, and procedure manuals

· Able to effectively present information and respond to questions from managers, clients, customers, and the general public.

· Excellent written and verbal communication skills are essential and expected

Computer Skills:

· Able to use SalesForce, MS Excel, MS Word, Outlook, Adobe, Microsoft Teams, accounting software, contact management systems, database software and other software tools as necessary

· More advanced candidate will have more extensive knowledge/abilities with the above tools

Technical duties, tasks, and skills:

· Able effectively organize client folders on Box

Other Skills and Abilities:

· It is essential that the Administrative Assistant role has a high degree of integrity, honesty, commitment and trust. The financial health, image and goodwill of the company are highly influenced by the person holding this position.

· The successful Ad

EEO/AA Employer/Vet/Disabled.

The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, the Company is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

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Company DescriptionFounder and CEO, Janice Bryant Howroyd, is a North Carolina native who left her hometown in 1976 armed with $1500. Since then, she has dedicated her efforts to building an organization that is committed to keeping the humanity in Human Resources and Strategic, Inclusive Procurement.

Mrs. Howroyd’s commitment to excellence has grown ActOne Group to 33 countries, with over 17,000 clients and more than 2,800 employees. The largest woman-minority-owned workforce management company founded in the US, ActOne Group professionals bring expertise in delivering corporate HR initiatives to local and global markets.

Mrs. Howroyd was selected by former President Barack Obama to serve as a White House appointee and continues to serve under the current administration as an Ambassador of Energy. Mrs. Howroyd gives generously through funding and advocacy for STEM education, particularly for women and minorities.

Mrs. Howroyd leads her teams to build business success based on the ability to connect great companies with outstanding talent. Her passion for education, mentorship, and self-empowerment initiatives have earned her many professional and philanthropic recognitions. She is a sought–after speaker and media subject matter expert in her fields. Her book, The Art of Work: How to Make Work, Work for You, is available on Amazon.com.Company DescriptionFounder and CEO, Janice Bryant Howroyd, is a North Carolina native who left her hometown in 1976 armed with $1500. Since then, she has dedicated her efforts to building an organization that is committed to keeping the humanity in Human Resources and Strategic, Inclusive Procurement.\r
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Mrs. Howroyd’s commitment to excellence has grown ActOne Group to 33 countries, with over 17,000 clients and more than 2,800 employees. The largest woman-minority-owned workforce management company founded in the US, ActOne Group professionals bring expertise in delivering corporate HR initiatives to local and global markets.\r
\r
Mrs. Howroyd was selected by former President Barack Obama to serve as a White House appointee and continues to serve under the current administration as an Ambassador of Energy. Mrs. Howroyd gives generously through funding and advocacy for STEM education, particularly for women and minorities.\r
\r
Mrs. Howroyd leads her teams to build business success based on the ability to connect great companies with outstanding talent. Her passion for education, mentorship, and self-empowerment initiatives have earned her many professional and philanthropic recognitions. She is a sought–after speaker and media subject matter expert in her fields. Her book, The Art of Work: How to Make Work, Work for You, is available on Amazon.com.

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