Job Description

Assistant-AA/Administration

General
The Administrative Assistant plays a crucial role in supporting the advisor with administrative and operational tasks. This position requires meticulous attention to detail, strong organizational skills, and the ability to provide exceptional client service.

Essential DutiesServe as the primary point of contact for client service, ensuring timely and accurate responses to client needs. Manage client communications, handling routine transactions and inquiries, ensuring high levels of service. Schedule and coordinate all client meetings for the advisor. Confirm appointments daily. Prepare comprehensive client presentations, reports, and meeting materials. Assist with special projects and initiatives as assigned by management. Represent the company in a professional and competent manner, whether over the phone, via email, virtually or in person with clients, advisors, and business partners. Maintain complete confidentiality in all matters related to internal and external clients, prospects and centers of influence. Edit and prepare weekly financial columns for submission to Gannett publications and email distribution to clients and prospects. Manage all aspects of life insurance administration, including policy processing, client updates, and communication with carriers. Compile and submit monthly expense reports to accounting. Maintain and reconcile monthly commission statements; track all commissions received from insurance companies. Perform clerical and administrative tasks such as document preparation, data entry, and mailing correspondence. Maintain accurate records, databases, and documentation related to client interactions and transactions. Maintain & keep filing current. Scanning account documents into LaserFiche.

Qualifications

Knowledge and Skills:

Experience in financial services, investment, trust administration, tax or legal field Customer Service aptitude Highly organized with ability to prioritize in a fast-paced environment
Solid Problem-solving skills and ability to be highly productive, both working independently and as part of a team. Excellent organizational skills and attention to detail. Excellent written and verbal communication skills. Advanced computer skills and proficiency in Microsoft Office Suite or similar software.

Education/Experience:

High school diploma or equivalent Bachelor's Degree * Three months of general office experience or an equivalent combination of education