Administrative Assistant

POSITION OVERVIEW

A confidential wealth management team is seeking an initiative-driven, detail-oriented individual with administrative experience to support the operations of a fast-paced financial service practice in Lombard, IL.

This role is critical to the client experience and requires a high degree of follow-through, strong interpersonal skills and organizational capability.

The ideal candidate will have a commitment to serving others and desire for professional growth.

With direction from the operations team lead, The Administrative Assistant will be responsible for scheduling client appointments, managing the client database system, executing team marketing strategies and more.

JOB RESPONSIBILITIES

Schedule & Correspondence Support

• Manage advisor’s calendar; anticipate and adjust any overlap, look to fill slots according to ideal calendar, consistently keep calendar booked at least two weeks out
• Make phone calls to clients to schedule appointments, send meeting confirmations and manage reschedules and cancellations as necessary
• Maintain systematized email process; file, assign tasks, and manage follow-ups as appropriate
• Answer phones and check voicemails
• Assist with administrative functions including faxing, scanning, processing mail, and ordering supplies
• Schedule and track client meetings with estate attorneys

CRM Workflow Management

• Manage and maintain all client CRM records
• Consistently and accurately update contact and personal information, including client preferences
• Maintain updated activity tracking for all task, calls, appointment outcomes and corresponding meeting notes
• Identify and merge duplicate client records and transfer inactive clients out of system

Marketing Strategy & Social Media Management

Manage the administrative aspects of marketing plan developed by partner agency, including newsletter logistics, social media campaigns (LinkedIn, Hearsay, etc.

cross-profile posting and more

• Strategize, design, and implement client events with advisor supervision and input
• Request, update and track client preference details birthday / milestone / anniversary correspondence, gift purchases, etc

Operations Backup Support

• Follow up with estate planning attorneys and implement recommended changes to titling and beneficiaries
• Learn the insurance operations processes to provide backup as needed on client servicing and new applications

IDEAL CHARACTERISTICS

• Willingness to learn and grow
• Strong written and oral communication skills
• Strong organizational skills
• Excellent interpersonal skills
• High attention to detail and follow-through
• Ability to work with high degree of accuracy and autonomy
• Ability to establish credibility and maintain effective working relationships with clients
• Comfortable working in a fast-paced environment
• Ability to set priorities and meet deadlines

REQUIRED QUALIFICATIONS

• General office administration experience
• Prior client service experience
• Scheduling and calendar management experience
• Post-secondary degree or equivalent experience required
• Proficient in Microsoft Office 365 Outlook, Word, Excel and PowerPoint

PREFERRED QUALIFICATIONS

• Prior financial services experience preferred
• Experience with CRM client management software
• Social media management experience a plus

COMPENSATION & BENEFITS

Competitive salary and a full range of benefits including medical, dental, vision, 401k, long-term disability, group life insurance, paid maternity / paternity leave, license / credential reimbursement, continuing education and more.