We are seeking a highly organized, proactive, and personable individual to join our team as an Executive Assistant / Client Service Representative. This dual-role position involves providing high-level support to our executive team and exceptional service to our clients.
key responsibilities
Client Service Representative:
- Monitor and maintain Client Relationship Management (CRM) platform
- Communicate professionally, effectively, and timely with current and prospective clients, providers, partners, and others
- Call current and prospective clients for marketing, paperwork, general check-ins, etc.
- Prepare, send, and process client-facing paperwork with attention to detail, including follow-up to correct errors and verify execution.
- Track and troubleshoot incoming rollovers/transfers/exchanges; assist clients via conference calls with financial platforms.
- Perform account research as needed.
- Occasionally attend business events outside of normal work hours (with ample advance notice).
- Help coordinate seminars, marketing campaigns, and other business development efforts.
Executive Assistant:
- Manage the Advisors calendar, including scheduling and rescheduling appointments.
- Allow office access and greet visitors, ensuring they feel comfortable and welcome
- Submit, track, and update marketing compliance requests and approvals.
- Sort and handle received mail and packages on behalf of the Advisor.
- Prepare and mail outgoing correspondence, including client communications, greeting cards, checks, etc.
- Monitor and maintain sufficient inventory of all office supplies, including forms, folders, business cards, envelopes, pens, promotional items, printer ink, snacks/beverages, kitchen, and bathroom supplies.
- Arrange property maintenance and repairs.
- Communicate with IT support on behalf of the office and Advisor.
- Coordinate travel arrangements.
qualifications
The ideal candidate has a sense of humor and loves to help people. This person will also have the following important qualifications:
- Possesses exceptional customer service skills, extreme professionalism, and unending patience.
- Is committed to strict confidentiality of all information and documents.
- Demonstrates strong written and verbal communication skills, including proper spelling, punctuation, and grammar.
- Is proficient in Microsoft Office (especially Outlook, Excel, and Word) and web applications.
- Exhibits excellent organizational skills and attention to detail.
- Can work independently, make sound decisions, multi-task, and prioritize competing tasks effectively.
- Holds a valid drivers license, a working vehicle, and appropriate insurance (same-day travel required occasionally).