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Operations Assistant

Full-Time 

Position Summary:

This position will provide high level administrative support to Financial Advisors in a professional office setting. Primary responsibilities include phone coverage, scheduling meetings, maintaining calendars and files, generating and mailing correspondence and other duties as assigned.

Essential Functions:

  • Organize advisors time: schedule appointments, maintain calendars, and coordinate schedules with other staff and individuals outside the firm, as appropriate. 
  • Research information needed for client meetings. Prepare documents (in conjunction with client service team), notes, and presentation materials, as required.
  • Confirm client appointments daily.
  • Professionally greet and assist visitors in support of other team members; help to ensure that all clients are made to feel welcome and that all visits are handled with utmost professionalism.
  • Follow up with clients verbally and in writing to obtain required information.
  • Answer, screen and route phone calls for advisors, assisting clients directly or taking messages as appropriate.
  • Compose and type general correspondence.
  • Assist with departmental paper filing and larger firm mailings.
  • Assist with the planning and execution of firm events as well as community events supported by the firm. 

Other Job Duties:

  • Maintain client records in CRM database, including documentation of phone calls and conversations with clients. Communicate confidential client information professionally and discreetly.
  • Scan incoming documentation.
  • Deliver superior client service—troubleshoot problems and serve as a liaison between adviser and client as needed.
  • Process new client paperwork in coordination with client services team, and assist with new account openings, transfers, and transactions with firm custodian(s).
  • Function as troubleshooter for computer systems and resolve or refer problems to system administrator.

Job Requirements:

Minimum Education Required: High School Diploma

Minimum Experience Required: 3-5 + years of experience (Financial Services experience preferred); Excellent typing, spelling, and proofreading skills required.

Software/Systems Skills Required/Preferred: Proficient in Word, Excel, Outlook, PowerPoint, and CRM software.

Soft Skills required for the position:

  • Excellent verbal and written communication skills
  • Ability to work independently and establish priorities
  • Ability to handle multiple requests simultaneously and respond quickly
  • Highly organized, with absolute attention to detail
  • Excellent problem solving abilities
  • Excellent follow-through and communication to team members regarding status of open items
  • Ability to recommend procedures and reporting to improve the effectiveness of the team
  • Client-first attitude
  • Team player, collaborative, able to work with and through others