A confidential wealth management team is seeking an initiative-driven, detail-oriented individual with administrative experience to support the operations of a fast-paced financial service practice in Lombard, IL. This role is critical to the client experience and requires a high degree of follow-through, strong interpersonal skills and organizational capability. The ideal candidate will have a commitment to serving others and desire for professional growth.
With direction from the operations team lead, The Administrative Assistant will be responsible for scheduling client appointments, managing the client database system, executing team marketing strategies and more.
JOB RESPONSIBILITIES
Schedule & Correspondence Support
Manage advisor's calendar; anticipate and adjust any overlap, look to fill slots according to ideal calendar, consistently keep calendar booked at least two weeks out
Make phone calls to clients to schedule appointments, send meeting confirmations and manage reschedules and cancellations as necessary
Maintain systematized email process; file, assign tasks, and manage follow-ups as appropriate
Answer phones and check voicemails
Assist with administrative functions including faxing, scanning, processing mail, and ordering supplies
Schedule and track client meetings with estate attorneys
CRM Workflow Management
Manage and maintain all client CRM records
Consistently and accurately update contact and personal information, including client preferences
Maintain updated activity tracking for all task, calls, appointment outcomes and corresponding meeting notes
Identify and merge duplicate client records and transfer inactive clients out of system
Marketing Strategy & Social Media Management
Manage the administrative aspects of marketing plan developed by partner agency, including newsletter logistics, social media campaigns (LinkedIn, Hearsay, etc.), cross-profile posting and more
Strategize, design, and implement client events with advisor supervision and input
Request, update and track client preference details - birthday/milestone/anniversary correspondence, gift purchases, etc
Operations Backup Support
Follow up with estate planning attorneys and implement recommended changes to titling and beneficiaries
Learn the insurance operations processes to provide backup as needed on client servicing and new applications
IDEAL CHARACTERISTICS
Willingness to learn and grow
Strong written and oral communication skills
Strong organizational skills
Excellent interpersonal skills
High attention to detail and follow-through
Ability to work with high degree of accuracy and autonomy
Ability to establish credibility and maintain effective working relationships with clients
Comfortable working in a fast-paced environment
Ability to set priorities and meet deadlines
REQUIRED QUALIFICATIONS
General office administration experience
Prior client service experience
Scheduling and calendar management experience
Post-secondary degree or equivalent experience required
Proficient in Microsoft Office 365 - Outlook, Word, Excel and PowerPoint
PREFERRED QUALIFICATIONS
Prior financial services experience preferred
Experience with CRM client management software
Social media management experience a plus
COMPENSATION & BENEFITS
Competitive salary and a full range of benefits including medical, dental, vision, 401k, long-term disability, group life insurance, paid maternity/paternity leave, license/credential reimbursement, continuing education and more.