WestPoint Financial Group
Administrative Assistant PartTime
WestPoint Financial Group, Indianapolis, Indiana, us, 46262
WestPoint Financial Group is assisting with the sourcing of this candidate for Family Business Legacies, LLC.
Family Business Legacies, LLC is looking for a task-oriented and proactive Part-Time Administrative Assistant to add to their team. The candidate selected will possess the ability to work in a fast-paced environment, be well organized, and have a team player mentality. This position is part-time with the opportunity to expand to full-time (if desired), has flexible hours within business hours (Monday-Friday, 8 am to 6 pm), and will be in the office.
Starting wage:
$18+ an hour
Start date:
On or after 11/11/2024
Duties:
Directly reports to Financial Advisor; dotted line reports to Executive Assistant; collaboratives with entire small team: Financial Advisor, Executive Assistant, and another Administrative Assistant
Identify specific client groups and run insurance reports (from proprietary platforms) as needed/requested and on a quarterly, semi-annual, and/or annual basis
Prepare client insurance and investment service forms for client signature and submission
Research recent insurance information (from proprietary platforms) to update client insurance summary spreadsheets (MS Excel)
Request data from clients via email (MS Outlook), check shared folders to see if requests were uploaded (OneDrive), set reminders to follow up with clients, and track progress on documents request checklists (MS Excel, etc.)
Follow up on various insurance and investment requests/submissions to ensure their completion by various parties
Assist with social media, website, and other marketing projects
Prepare insurance and investment applications using client data
Send and save client documents/forms via DocuSign
Attend and participate in weekly, monthly, and annual team meetings
Adhere to processes, procedures, and work instructions as defined by Family Business Legacies, LLC and WestPoint Financial Group
Opportunities for growth and cross-training in various areas as backup to other team members:
Ensure client data across all proprietary platforms matches and is accurate
Maintain 5000+ client files in OneDrive and proprietary platforms
Scan, name, and save client meeting notes to OneDrive, according to prescribed naming conventions, as outlined by Family Business Legacies, LLC and WestPoint Financial Group
Prepare client-facing correspondence utilizing templates already in place (MS Outlook, Word, Excel, etc.)
Communicate with clients, internal peers, other Advisor teams, external vendors, WestPoint Financial Group staff, and MassMutual Home Office personnel regarding products, applications, and other pertinent issues
Accurately sort and process incoming and outgoing mail
Purge and dispose of unnecessary and duplicate physical files
Organize and maintain end-of-year greeting card list of 500+ clients
Requirements:
Has 1+ years in administrative experience
Is willing to complete securities industry fingerprinting and background check
Has the highest level of ethical standards
Gets energy from the following:
Driving projects and tasks to completion
Following through on outstanding requests
Taking things across the finish line
Checking off a box on the “to do” list
Ensuring desired results are achieved
Is tech-savvy, has proficiency with computers and MS Office, and is willing to learn proprietary platforms/systems/software
Has experience with MS Outlook/Word/Excel and Adobe Acrobat PDF
Knows how to use scanners/copiers and OneDrive
Has strong organizational skills
Work areas must not be chaos, and client-specific files must be easy to locate
Has multi-tasking abilities
Priorities can shift from day to day, and they must be able to adapt and change gears accordingly
Enjoys “rallying the team” and the following:
Getting projects moving
Instigating energy and momentum around a plan or solution
Pushing people out of their comfort zone and inspiring them to get started
Supporting the implementation of a solution or idea
Anticipating needs of the team
Has excellent verbal and written communication skills
In email, telephone, and in-person situations
Is detail-oriented and has critical thinking skills
Can determine what needs to be done based upon what has already been completed and can transfer pertinent information accordingly
Is independent yet proactive
Asks clarifying questions when necessary
Recognizes when skills or knowledge limit has been reached and asks for assistance
Can handle a steady stream of tasks and projects with little to no downtime in between
Status of tasks and projects must be easy to discern
Desired Qualifications:
Enjoys “rallying the team” and the following:
Getting projects moving
Instigating energy and momentum around a plan or solution
Pushing people out of their comfort zone and inspiring them to get started
Supporting the implementation of a solution or idea
Anticipating needs of the team
Has excellent verbal and written communication skills
In email, telephone, and in-person situations
Is detail-oriented and has critical thinking skills
Can determine what needs to be done based upon what has already been completed and can transfer pertinent information accordingly
Is independent yet proactive
Asks clarifying questions when necessary
Recognizes when skills or knowledge limit has been reached and asks for assistance
Can handle a steady stream of tasks and projects with little to no downtime in between
Status of tasks and projects must be easy to discern
Family Business Legacies, LLC is looking for a task-oriented and proactive Part-Time Administrative Assistant to add to their team. The candidate selected will possess the ability to work in a fast-paced environment, be well organized, and have a team player mentality. This position is part-time with the opportunity to expand to full-time (if desired), has flexible hours within business hours (Monday-Friday, 8 am to 6 pm), and will be in the office.
Starting wage:
$18+ an hour
Start date:
On or after 11/11/2024
Duties:
Directly reports to Financial Advisor; dotted line reports to Executive Assistant; collaboratives with entire small team: Financial Advisor, Executive Assistant, and another Administrative Assistant
Identify specific client groups and run insurance reports (from proprietary platforms) as needed/requested and on a quarterly, semi-annual, and/or annual basis
Prepare client insurance and investment service forms for client signature and submission
Research recent insurance information (from proprietary platforms) to update client insurance summary spreadsheets (MS Excel)
Request data from clients via email (MS Outlook), check shared folders to see if requests were uploaded (OneDrive), set reminders to follow up with clients, and track progress on documents request checklists (MS Excel, etc.)
Follow up on various insurance and investment requests/submissions to ensure their completion by various parties
Assist with social media, website, and other marketing projects
Prepare insurance and investment applications using client data
Send and save client documents/forms via DocuSign
Attend and participate in weekly, monthly, and annual team meetings
Adhere to processes, procedures, and work instructions as defined by Family Business Legacies, LLC and WestPoint Financial Group
Opportunities for growth and cross-training in various areas as backup to other team members:
Ensure client data across all proprietary platforms matches and is accurate
Maintain 5000+ client files in OneDrive and proprietary platforms
Scan, name, and save client meeting notes to OneDrive, according to prescribed naming conventions, as outlined by Family Business Legacies, LLC and WestPoint Financial Group
Prepare client-facing correspondence utilizing templates already in place (MS Outlook, Word, Excel, etc.)
Communicate with clients, internal peers, other Advisor teams, external vendors, WestPoint Financial Group staff, and MassMutual Home Office personnel regarding products, applications, and other pertinent issues
Accurately sort and process incoming and outgoing mail
Purge and dispose of unnecessary and duplicate physical files
Organize and maintain end-of-year greeting card list of 500+ clients
Requirements:
Has 1+ years in administrative experience
Is willing to complete securities industry fingerprinting and background check
Has the highest level of ethical standards
Gets energy from the following:
Driving projects and tasks to completion
Following through on outstanding requests
Taking things across the finish line
Checking off a box on the “to do” list
Ensuring desired results are achieved
Is tech-savvy, has proficiency with computers and MS Office, and is willing to learn proprietary platforms/systems/software
Has experience with MS Outlook/Word/Excel and Adobe Acrobat PDF
Knows how to use scanners/copiers and OneDrive
Has strong organizational skills
Work areas must not be chaos, and client-specific files must be easy to locate
Has multi-tasking abilities
Priorities can shift from day to day, and they must be able to adapt and change gears accordingly
Enjoys “rallying the team” and the following:
Getting projects moving
Instigating energy and momentum around a plan or solution
Pushing people out of their comfort zone and inspiring them to get started
Supporting the implementation of a solution or idea
Anticipating needs of the team
Has excellent verbal and written communication skills
In email, telephone, and in-person situations
Is detail-oriented and has critical thinking skills
Can determine what needs to be done based upon what has already been completed and can transfer pertinent information accordingly
Is independent yet proactive
Asks clarifying questions when necessary
Recognizes when skills or knowledge limit has been reached and asks for assistance
Can handle a steady stream of tasks and projects with little to no downtime in between
Status of tasks and projects must be easy to discern
Desired Qualifications:
Enjoys “rallying the team” and the following:
Getting projects moving
Instigating energy and momentum around a plan or solution
Pushing people out of their comfort zone and inspiring them to get started
Supporting the implementation of a solution or idea
Anticipating needs of the team
Has excellent verbal and written communication skills
In email, telephone, and in-person situations
Is detail-oriented and has critical thinking skills
Can determine what needs to be done based upon what has already been completed and can transfer pertinent information accordingly
Is independent yet proactive
Asks clarifying questions when necessary
Recognizes when skills or knowledge limit has been reached and asks for assistance
Can handle a steady stream of tasks and projects with little to no downtime in between
Status of tasks and projects must be easy to discern