Financial Business Assistant

 Job Description -

This person will often provide the first contact our firm has with our clients and the public, and will be responsible for providing a consistent, warm, and friendly experience for all.  In addition, the person will scheduling client meetings for our financial planners, performing basic investment account operations, and implementing our marketing and compliance strategies. Written communications and daily office operations are also key components of this position. In the long run, the person will need to learn and understand the financial planning industry and meet certain education requirements along the way.

The position is a full-time employee position.  Hours are typically 8:30 AM to 5:00 PM Monday – Friday, but are somewhat flexible.  Occasionally, there is a need to work additional hours on evenings and weekends during different seasons of work (i.e., Tax Season) or for major projects that have a deadline. 

Responsibilities

While repetitive tasks can certainly be part of what we do, the tasks assigned can vary from week to week based on the needs of the financial planners as well. The Financial Business Assistant needs to be someone who enjoys a workload that changes on a day to day basis and be willing to handle a variety of requests and projects. The following tasks are a sampling of what is typically required on a regular basis:

• Client Experience Management
• Telephone Triage
• Email Management
• Complex Calendar Management and Scheduling
• Project Management
• ClientService
• Vendor Relations
• Research
• Office Supply Management
• Incoming and Outgoing Mail Management
• Building issue maintenance
• Varying Professional Tasks Requested by the Financial Planners
• Helping to coordinate client and staff events
• IT and Compliance Support

Qualifications

Mindset and Personality

• Self-starter and self-manager: We are looking for someone who takes initiative, anticipates needs, and gets things done consistently on

• Responsive: Though we love the flexibility our culture affords, we are committed to a high level of responsiveness both with the team and our

• Goal-oriented: We are a service-driven company. We are looking for someone who gets excited about reaching and exceeding

• Committed to excellence: In everything we do, we want to exceed expectations, and reflect positively on the

• Positive attitude: Our ideal candidate has a can-do spirit, is fun to be around, does not complain, make excuses, or

• Grace and poise under pressure: In an evolving business, there are times when things get intense. We pride ourselves on being able to function at a high level even when it gets busy by working together as a team and communicating effectively.

• Servant-hearted leadership: The assistant must be able to run point on large projects, and communicate effectively with our team, but also have no problem jumping in and getting his/her hands dirty to reach the

Professional Background

Education:

College Degree in Business, Finance, or Economics is preferred.

Series 65 is not required at time of hiring, but will be expected in the first year.

Knowledge and/or Professional Experience Preferred in the Following:

• Supporting business executives in an administrative capacity

• Extensive calendar management

• Customer service

• Financial Services

• Office management

• Reception

• IT Support

 Skills and Abilities

• Communication: The Assistant must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation.

• Time Management: The Assistant must be able to prioritize tasks effectively.

• Organization and Multitasking: Our Assistant needs to be highly organized and detail-oriented, and be able to handle several projects simultaneously.

• Discretion: Since our Assistant will occasionally be working with personal financial information, discretion and sensitivity regarding confidential information is a

• Team Work: Our team works together cooperatively to provide the highest quality of service. The unity, camaraderie and culture of the team is something that’s very important to us. Therefore, we’re looking for someone who is a good fit with our other team members, and who is comfortable sharing projects and responsibilities with

• Anticipate Needs: As a part of our commitment to excellence, our team always strives to anticipate and serve needs in advance whenever possible. The right assistant will have foresight and the ability to anticipate needs before they

• Technologically Proficient: While experience with some or all of the technology platforms that we use is ideal, including Microsoft Outlook, Excel, Word, Adobe Acrobat (Full Version), etc., we are willing to train the right candidate. However, the ability to embrace and learn new technology quickly is an absolute must. We also prefer someone who is a Microsoft Windows user.