We are a boutique wealth management firm in downtown Santa Barbara dedicated to providing outstanding services to our clients. The part-time administrative assistant/receptionist will provide administrative support to our three Financial Advisors, ensuring client satisfaction through direct contact with clients and vendors, while adhering to regulatory standards. Primary responsibilities include phone coverage, scheduling meetings, maintaining calendars and files, completing forms, generating and mailing correspondence, and other duties as assigned.
Essential Functions:
Complete all required training
Answer inbound phone and email inquiries and route to appropriate staff and team members, assisting clients directly or taking messages as appropriate.
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.
Establish client files and maintain client data in our CRM & Internal Filing database.
Complete new client applications and paperwork, follow up with confirmation of all information
Perform account administration with regard to client data, contributions and withdrawals.
Respond to client requests for service and troubleshoot basic service issues.
Open, screen, and distribute incoming mail.
Perform general clerical duties including but not limited to photocopying, faxing, mailing and shipping.
Any other duties as assigned by advisors or operations personnel in the office.
Job Requirements:
Minimum Education Required: Bachelor's degree or equivalent experience required
Minimum Experience Required: 1-2+ years of experience (Financial Services experience preferred);
Software/Systems Skills Required: Proficient in Word, Excel, Outlook, and PowerPoint, and ability to quickly learn new programs and systems. Experience with CRM software (Salesforce) preferred.
Soft Skills required for the position:
attitude, demeanor, and professional appearance
degree of confidentiality
to work independently and establish priorities while able to take direction
organized, with absolute attention to detail
Must be an above-average communicator with exceptional interpersonal skills