Administrative Assistant Job at Herrera May Wealth Management in Concord

Summary of Essential Duties

The Administrative Assistant provides direct administrative support to the firm and manages all general administrative processes and procedures. The Administrative Assistant is the first point of contact with clients, coordinating client appointments and delivering an exceptional client experience. Current weekly hours are expected at 20, which can increase depending on business needs.

Outcome

A successful Administrative Assistant will:

• Make people entering the office feel truly welcome, greeting people by name, offering refreshments and doing what is appropriate to ensure their experience is pleasant
• Efficiently / accurately complete administrative tasks and running of the office to allow advisors to focus on wealth strategies that help clients reach their financial goals
• Increase operational efficiency and improve administrative procedures; minimize scheduling conflicts
• Maintain high levels of client satisfaction and build relationships with firm clients

Responsibilities

• Answer phones, route calls and take / distribute messages
• Schedule, calendar and manage tasks and activities in CRM and team members’ calendars
• Manage incoming and outgoing communications (telephone, email and faxes)
• Provide general office support (photocopying, faxing, filing, office errands, creating documents, etc.).
• Maintain all office machines, renew any contracts and learn how to use all equipment
• Manage client touches and birthday process, cards / gifts (Sympathy, Get Well, Thinking of You, etc.)
• Complete operations/client service tasks as requested and train to be competent in all areas over time including: preparation of meeting agendas, applications
• Complete backup duties, requests, and additional projects as assigned.

Knowledge, Skills & Attributes

· Active Life/Health Insurance Lic. Or ability to obtain upon hire

• High School diploma; Financial services experience preferred
• Comfortable working with industry-related software (Redtail, eMoney, Salesforce)
• Expert computer skills, including advanced knowledge of Microsoft Office, Excel and PowerPoint
• Excellent oral, written and interpersonal communication skills
• Professional appearance and demeanor
• Impeccable ability to maintain confidentiality and integrity
• Effective follow-up skills and ability to meet deadlines without prompting
• Flawless attention to detail and accuracy required
• Energetic, self-motivated with ability to work well independently and under direction