Job Description: Administrative and Investment Support Assistant
We are seeking a detail-oriented and proactive Administrative and Investment Support Assistant to join our dynamic team. This individual will assist with various administrative, insurance, annuity, and investment-related tasks to ensure smooth operations and exceptional client service. This is an exciting opportunity for someone eager to learn about wealth management and is committed to support a team while optimizing efficiency and leveraging technology.
We offer competitive pay, excellent benefits, PTO and a hybrid schedule working from home 3 days a week.
Key Responsibilities:
Investment Administration: • Prepare investment and insurance statements for client meetings. • Assist clients with account opening and maintenance forms through Charles Schwab. • Update and maintain annual Required Minimum Distribution (RMD) spreadsheets. • Coordinate and manage client cash flow needs from investment accounts. • Send tax statements to accountants for tax preparation. • Organize and maintain client files (both hard copy and electronic), including scanning and filing documents appropriately.
Insurance/Annuity Administration: • Review annuity and insurance policies on anniversaries. • Prepare materials for meetings, including creating and reviewing the Insurance Schedule. • Coordinate Life, Disability, and Long-Term Care planning, proposals, and illustrations with insurance partners. • Track and manage producer licenses and compliance.
General Administrative Support: • Assist in the implementation of firm strategy 'Security Income Planning®' and project management. • Maximize the use of technology to streamline processes. • Maintain the CRM system (Smart Office) and proactively bring issues to the team for review. • Ensure coverage and redundancy for all critical processes to maintain smooth workflow. • Assist with the evaluation of vendors and the development of project plans. • Collaborate with the team and Office Manager to establish short-term and long-term strategic technology plans. • Help with event planning and coordination. • Set up and maintain Sharefile folders. • Support in-office needs by organizing office supplies, ordering lunch, and setting up for success.
Ideal Candidate: • Strong organizational and multitasking skills. • Proficient in technology and CRM systems (Smart Office experience preferred). • Strong attention to detail with the ability to manage multiple priorities. • Excellent communication skills and a team-oriented attitude. • Experience with insurance, annuity, and investment administration is a plus. • Ability to work independently and proactively bring issues to the team.
If you are eager to be part of a supportive team and make an impact on the organization's growth, we would love to hear from you!
To apply, please submit your resume and a brief cover letter explaining why you would be a great fit for this position.