Confidential Wealth Management Company
Administrative Assistant
Confidential Wealth Management Company, Lombard, Illinois, United States, 60148
POSITION OVERVIEWA 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 RESPONSIBILITIESSchedule & Correspondence SupportManage advisors calendar; anticipate and adjust any overlap, look to fill slots according to ideal calendar, consistently keep calendar booked at least two weeks outMake phone calls to clients to schedule appointments, send meeting confirmations and manage reschedules and cancellations as necessaryMaintain systematized email process; file, assign tasks, and manage follow-ups as appropriateAnswer phones and check voicemailsAssist with administrative functions including faxing, scanning, processing mail, and ordering suppliesSchedule and track client meetings with estate attorneysCRM Workflow ManagementManage and maintain all client CRM recordsConsistently and accurately update contact and personal information, including client preferencesMaintain updated activity tracking for all task, calls, appointment outcomes and corresponding meeting notesIdentify and merge duplicate client records and transfer inactive clients out of systemMarketing Strategy & Social Media ManagementManage the administrative aspects of marketing plan developed by partner agency, including newsletter logistics, social media campaigns (LinkedIn, Hearsay, etc.), cross-profile posting and moreStrategize, design, and implement client events with advisor supervision and inputRequest, update and track client preference details birthday/milestone/anniversary correspondence, gift purchases, etcOperations Backup SupportFollow up with estate planning attorneys and implement recommended changes to titling and beneficiariesLearn the insurance operations processes to provide backup as needed on client servicing and new applicationsIDEAL CHARACTERISTICSWillingness to learn and growStrong written and oral communication skillsStrong organizational skillsExcellent interpersonal skillsHigh attention to detail and follow-throughAbility to work with high degree of accuracy and autonomyAbility to establish credibility and maintain effective working relationships with clientsComfortable working in a fast-paced environmentAbility to set priorities and meet deadlinesREQUIRED QUALIFICATIONSGeneral office administration experiencePrior client service experienceScheduling and calendar management experiencePost-secondary degree or equivalent experience requiredProficient in Microsoft Office 365 Outlook, Word, Excel and PowerPointPREFERRED QUALIFICATIONSPrior financial services experience preferredExperience with CRM client management softwareSocial media management experience a plusCOMPENSATION & BENEFITSCompetitive 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.
The Administrative Assistant
will be responsible for scheduling client appointments, managing the client database system, executing team marketing strategies and more.JOB RESPONSIBILITIESSchedule & Correspondence SupportManage advisors calendar; anticipate and adjust any overlap, look to fill slots according to ideal calendar, consistently keep calendar booked at least two weeks outMake phone calls to clients to schedule appointments, send meeting confirmations and manage reschedules and cancellations as necessaryMaintain systematized email process; file, assign tasks, and manage follow-ups as appropriateAnswer phones and check voicemailsAssist with administrative functions including faxing, scanning, processing mail, and ordering suppliesSchedule and track client meetings with estate attorneysCRM Workflow ManagementManage and maintain all client CRM recordsConsistently and accurately update contact and personal information, including client preferencesMaintain updated activity tracking for all task, calls, appointment outcomes and corresponding meeting notesIdentify and merge duplicate client records and transfer inactive clients out of systemMarketing Strategy & Social Media ManagementManage the administrative aspects of marketing plan developed by partner agency, including newsletter logistics, social media campaigns (LinkedIn, Hearsay, etc.), cross-profile posting and moreStrategize, design, and implement client events with advisor supervision and inputRequest, update and track client preference details birthday/milestone/anniversary correspondence, gift purchases, etcOperations Backup SupportFollow up with estate planning attorneys and implement recommended changes to titling and beneficiariesLearn the insurance operations processes to provide backup as needed on client servicing and new applicationsIDEAL CHARACTERISTICSWillingness to learn and growStrong written and oral communication skillsStrong organizational skillsExcellent interpersonal skillsHigh attention to detail and follow-throughAbility to work with high degree of accuracy and autonomyAbility to establish credibility and maintain effective working relationships with clientsComfortable working in a fast-paced environmentAbility to set priorities and meet deadlinesREQUIRED QUALIFICATIONSGeneral office administration experiencePrior client service experienceScheduling and calendar management experiencePost-secondary degree or equivalent experience requiredProficient in Microsoft Office 365 Outlook, Word, Excel and PowerPointPREFERRED QUALIFICATIONSPrior financial services experience preferredExperience with CRM client management softwareSocial media management experience a plusCOMPENSATION & BENEFITSCompetitive 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.