Administrative Assistant

Position Summary and Responsibilities:The Administrative Assistant will possess 1 to 2 years of experience supporting a financial advisor or financial services experience. They will provide high-level professional support to the Financial Advisor and clients, timely handling all service requests, administration of new business processing; scheduling, preparing for and following up on client appointments client relationship management system. Primary Tasks:Respect and protect sensitive client information.Answer phone handling inquiries within my capacity and arrange callbacks as necessary.Provide advisor with reason for the contact and backup information for any callbacks.Contact clients and prospects for appointments.Confirm appointments and coordinate rescheduling.Prepare for meetings including reports, agenda and other necessary items.Greet clients professionally and ensure conference room prep and upkeep.Provide polite and professional communication.Data entry/maintenance for all new and existing clients and households.Manage incoming client service requests, assign tasks, and confirm completion.Timely new business application management, collecting data from clients, monitoring, and follow-up through the processing cycle, from submission to the reporting, and delivery phase.Receive, open and disperse mail daily. Arrange essential mail in priority action order for advisor.Administer Advisor licensing and contracting support and maintain all licensing renewals.Attend Virtual Administrative Assistant Meetings to gain knowledge in systems and processes.Constantly grow through Administrative Assistant Tutorials on our systems and products.Technology Knowledge, Skills and Attributes:Proficiency in Client Relationship Management Systems for managing client data and workflows.Strong knowledge of Microsoft Office Suite, particularly Excel, Outlook and Word.Ability to manage electronic filing systems.Proficient in Zoom, Teams and DocuSign.Quick learner and comfortable with continual changing of software systems and various policies.Professional Skills and Attributes:Required 1 to 2 years of experience supporting a financial advisor or financial services experienceA professional communicator with strong verbal and written communication skills.Takes ownership in maintaining the high quality of client interactions and ensuring seamless communication on behalf of the firm.Attention to detail, ensuring all tasks are double-checked and completed.Ability to effectively collaborate with clients and entities and vendors as needed.Effective time management: ability to delegate effectively and set standards for activity management.Detail oriented, organized, consistent, dependable and honest in dealings.Will be required to be fingerprinted along with background check.LocationOklahoma CityHybrid after first 8 weeks of training: 3 days in office; 2 days remote.Pay Range$42,000 - $50,000. Monthly discretionary bonus opportunities based on personal performance and advisor production. Actual base salary within that range will be determined by several components including but not limited to the individual's experience, skills, qualificationsHoursFull Time, Monday-Friday: 8am to 5pm, with 1-hour lunchBenefitsSimple IRA with up to 3% match.Health Insurance stipend $750 per month.21days of paid time off after the first 30 days of employment; 27 days of paid time off after the first year of employment.All bank holidays - paid time off

Created: 2025-01-31