ADMINISTRATIVE ASSISTANT FRONT DESK

Who we are :

We are a service-oriented financial planning firm offering a wide range of services, from investments and insurance to retirement planning.

Our office provides a comfortable and professional work environment where quality of service is paramount, and independence is valued.

We offer a collaborative, supportive atmosphere with opportunities to grow and make a meaningful contribution to our team's success.

Job Description :

Are you a detail-oriented, organized professional with a passion for delivering excellent service? Do you thrive in a fast-paced environment where independence and teamwork are equally valued?

If so, our multifaceted financial planning firm is seeking a skilled administrative assistant to join our dynamic team in-office.

Please note : This position requires in-office presence and is not a remote role.

The ideal candidate will possess a high level of integrity, a strong work ethic, and a positive attitude. You will be an essential part of our team, supporting clients and team members in a friendly, professional environment.

Our office culture emphasizes service excellence and collaboration without sacrificing the quality of results.

Responsibilities :

Greet and welcome visitors, providing refreshments as needed and ensuring timely communication of their arrival to the appropriate team member(s).

Manage the office calendar, including scheduling and confirming appointments, and updating marketing events.

Answer phone calls, take detailed messages, and handle client inquiries, transferring calls to advisors as necessary.

Handle incoming and outgoing mail and shipments.

Assist with the preparation of advisor files and reports for client meetings on a weekly basis.

Maintain detailed notes and tasks in the CRM system for all client and prospect communications.

Support office marketing efforts by preparing event calendars, attending engagements, and assisting in event execution.

Assist in creating and maintaining efficient office procedures and workflows.

Maintain confidentiality with all client, prospect, and employee information.

Participate in office and client events, providing support as needed.

Qualifications :

Must be passionately committed to serving and caring for others.

Ability to handle multiple projects simultaneously and operate successfully under deadlines.

Comfortable in a phone-based and client-facing environment.

High attention to detail and ability to deliver error-free work.

Proficiency in Microsoft Word and Excel is required.

Experience in managing schedules for multiple people.

Strong organizational skills and an independent problem-solver.