Administrative Assistant

Job Description Summary of Essential DutiesThe Administrative Assistant provides direct administrative support to the firm and manages all general administrative processes and procedures. The Administrative Assistant is the first point of contact with clients, coordinating client appointments and delivering an exceptional client experience. OutcomeA successful Administrative Assistant will:Make people entering the office feel truly welcome, greeting people by name, offering refreshments, and doing what is appropriate to ensure their experience is pleasantEfficiently / accurately complete administrative tasks and run the office to allow advisors to focus on wealth strategies that help clients reach their financial goalsIncrease operational efficiency and improve administrative procedures; minimize scheduling conflictsMaintain high levels of client satisfaction and build relationships with firm clients ResponsibilitiesAnswer phones, route calls and take/distribute messagesSchedule, calendar, and manage tasks and activities in CRM and team members' calendarsManage incoming and outgoing communications (telephone, email and faxes)Provide general office support (photocopying, faxing, filing, office errands, creating documents, etc.).Greet clients/prospects with enthusiasm, offer food and beverage and seat them for meetingsManage client touches and birthday process, cards/gifts (Sympathy, Get Well, Thinking of You, etc.)Complete operations/client service tasks as requested and train to be competent in all areas over time, including: preparation of meeting agendas, applications, fund transfers/cashieringComplete back-up duties, requests and additional marketing projects as assigned Knowledge, Skills & AttributesActive CA Life/Health Insurance Lic. preferred or ability to obtain within 90 daysBachelor's Degree in a related field of study preferredFinancial services experience preferredClean background check, and authorized to work in the US without restriction as to durationComfortable working with industry-related software (Redtail, eMoney, Salesforce)Proficient computer skills, including advanced knowledge of Microsoft Office, Excel, and PowerPointExcellent oral, written, and interpersonal communication skillsProfessional appearance and demeanorImpeccable ability to maintain confidentiality and integrityEffective follow-up skills and ability to meet deadlines without promptingFlawless attention to detail and accuracy requiredEnergetic, self-motivated, with ability to work well independently and under direction Include the word "Blue" in the first sentence of your cover letter.