Operations & Administrative Support Specialist

We are looking for a reliable and responsible Operations & Administrative Support Specialist to perform a variety of operational and administrative tasks including providing an exceptional first impression and delivering a high-touch client experience. Step into an instrumental role to help conduct the smooth operation of a fast-paced and friendly financial planning and wealth management office.

The Operations & Administrative Support Specialist supports many different operational and administrative tasks for which the firm is responsible and allows the advisor and team to focus more time and energy on client acquisition and deepening client relationships

This role provides on-site operational support by managing complex advisor calendars and scheduling meetings, preparing presentations, preparing client communications, preparing client applications and tracking business correspondence. The Operations & Administrative Support Specialist is also responsible for responding to ad hoc requests, coordinating/tracking projects and/or managing business-as-usual projects such as filing, copying, researching printer problems, and/or organizing the logistics of a client seminar. Ultimately, a successful Operations & Administrative Support Specialist should ensure the efficient and smooth day-to-day operation of our firm.

Responsibilities – May change over time to meet the needs of the firm and can include other duties as assigned. 

• Copy and track all client and firm materials including business correspondence.
• Copy and follow-up with custodian on related issues.
• Manage complex advisor calendars by scheduling client appointments and prepare agendas / forms for appointments.
• Conduct client appointment reminder calls and check-in calls on follow up items.
• Served as primary point of contact for incoming calls, delivering professional customer service, resolving basic inquiries, and routing complex issues to the appropriate team.
• Support the client service team by assisting with client applications and documents.
• Assist the team as needed in performing clerical duties.
• Maintain a professional, organized, and welcoming office environment, including conference rooms, kitchen/hospitality areas, office supplies, mail handling, and general office support.
• Perform other allowable duties as assigned by the team.
• Greet clients upon arrival and extend hospitality to clients.
• Set up and maintain client management system.
• Write notes or letters to clients on personal letterhead of administrative nature only and administer client appreciation.
• Document client contacts/calls.
• Track client special events and make appropriate contact per established client contact model.
• Duties may change over time to meet the needs of the firm.

Qualifications:

• College degree or equivalent
• 3+ Years’ experience in client service or related field
• Strong analytical and critical thinking skills with the ability to assess complex situations and make sound decisions
• Strong interpersonal and customer service skills with a focus on delivering exceptional client experiences
• Proficient in Microsoft Office suite
• Strong organizational and computer skills
• Exceptional attention to detail, organization, and accuracy
• Effective communication with clients and advisors/team, strong written and verbal skills
• Effective and efficient time management
• Warm and client-focused phone presence with the ability to create a positive first impression
• Ability to multi-task
• Ability to adhere to rules and regulations as stated and required by the firm
• Ability to support and provide guidance for compliance within the firm
• Positive attitude and sincere willingness to constantly learn and grow