EXPERIENCED ADMINISTRATIVE ASSISTANT IN FINANCIAL SERVICES ONLY
Five Star Wealth Manager in Plano, Texas has an immediate need for a full-time Administrative Assistant. Critical skills include: self-starter, impeccable multi-tasking capabilities, ability to work well in a fast paced, deadline driven environment, take ownership, attention to detail, work for multiple managers, multi-telephone line proficiency, advanced computer skills, and team attitude. Candidate must have at least three years of work experience, preferably in financial services.
o Greet clients, vendors and visitors (Offer beverages and give warm reception. Make sure guests are comfortable and have anything they need prior to meeting with Advisor).
o Professional telephone coverage and gatekeeping, (take accurate and complete messages. Determine which incoming client calls require an Advisor’s attention and which ones that can be addressed personally or by another staff member)
o Keep office appearance neat and orderly. Tidy conference rooms after each meeting, tidy kitchen.
General Office Duties
o Enter contact data/information into Smart Office and Forefield.
o Handle shipping (FedEx and UPS) and receiving postal packages, drop off/pick up mail. Manage Stamps.com and administer Send Out Cards.
o Perform traditional filing, copying, mass mailing, uploading, creating labels and scanning (estate documents, statements)
o Arrange for repair of office equipment. Be the liaison with property management and the contact for vendors (First Shred, Tel-West, etc.)
o Maintain office supplies, including printer paper and toner cartridges. Give supply order to Operations Manager.
o Check faxes continuously. Prepare cards for clients (get well, sympathy, etc.)
o Open and close office daily.
o Program the voicemail for the phone/auto attendant on occasion.
o Make travel arrangements for managing partner.
o Assist with maintaining and tracking of all applications and forms (pre-packaged for immediate use) as directed by New Business Administrator, Customer Service and Producer.
o Complete special projects as needed individually and collaboratively (targeted mailings, client events, etc.)
o Support Planning Manager – (1) Create prospect information packet, (2) Prepare Financial Organizer for round 1 meetings, (3) Prepare binder for round 2 meetings, (4) Create folders (5) Burn CDs.
o Help marketing with investment briefings.
o Manage the investor kits for compliance – Make sure they are updated, compliant. Pull subscription agreements from kits.
o Support all professionals as requested.
Our ideal candidate will be proficient in Smart Office, familiar with Send Out Cards, experienced in working for a small firm, and an advanced user of at least Microsoft Office Suite 2007. Additionally, the candidate will be willing to learn new programs and be adept at managing change. Punctuality and ability to work with limited supervision essential.
- Education Preferably 4 year degree
- Experience: Minimum 3 years of experience (Financial Services background strongly desired)
- Industry: Financial
- Compensation: Commensurate with experience
If interested, please provide cover letter and salary requirement with your application. Thanks!