We are seeking a detail-oriented and proactive Administrative Assistant to join our small financial planning office. In addition to traditional administrative support tasks, this role will include responsibilities related to event planning and marketing program administration. The ideal candidate will be organized, creative, and capable of managing various projects to ensure smooth operations and effective outreach.
Key Responsibilities:
Office Management: Oversee daily office operations, including organization and maintenance of filing systems, office supplies, and equipment.
Client Interaction: Serve as the first point of contact for clients, answering phones, directing calls, and greeting visitors. Address inquiries and schedule appointments with financial planners.
Documentation Preparation: Assist in preparing and managing client documents, reports, and presentations. Ensure all paperwork is complete and filed correctly.
Data Entry: Maintain and update client information in our financial planning software and databases with a high level of accuracy.
Meeting Coordination: Schedule and arrange meetings for financial planners, including preparing agendas and distributing meeting materials as needed.
Support Financial Planners: Provide administrative support to financial planners, including preparing client portfolios, tracking follow-ups, and assisting with correspondence.
Event Planning: Plan, organize, and execute client events, workshops, and seminars, including venue selection, catering, marketing, and logistics.
Marketing Program Administration: Assist with the development and implementation of marketing programs and campaigns to enhance the office's visibility and attract new clients. This may include managing social media accounts, coordinating email campaigns, and creating marketing materials.
Compliance Assistance: Help ensure the office complies with industry regulations and standards, including maintaining confidentiality of client information.
Miscellaneous Tasks: Perform other administrative tasks as assigned to support the team and enhance the effectiveness of office operations.
Qualifications:
High school diploma or equivalent; some college coursework or degree preferred.
Previous experience in an administrative role, preferably in a financial services or professional office environment.
Proven experience in event planning and marketing is highly desirable.
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with financial planning software is a plus.
Strong communication skills, both verbal and written.
Excellent organizational skills with a keen attention to detail.
Creative mindset with the ability to develop engaging marketing content.
Ability to multitask and manage time effectively.
Customer-service-oriented with a positive attitude.
Required: Ability and willingness to obtain necessary securities licenses (e.g., Series 6, Series 7, or equivalent) within [specified timeframe] upon hire.