We are a dynamic and growing financial services agency dedicated to providing financial plans, investment advice, and client support. We pride ourselves on professionalism, exceptional client service, and a collaborative team environment. We are seeking a proactive and detail-oriented contractor Administrative Assistant to join our team and provide critical support to our agents. Responsibilities As the Administrative Assistant, you will be responsible for ensuring the smooth day-to-day operations of our office and assisting our agents. Key duties include: Client Support: Help with adminstrative details on client files. Schedule client appointments and manage calendars. Respond to client inquiries professionally and promptly. Administrative Tasks: Maintain and organize client records with accuracy and confidentiality. Prepare and process financial documents (e.g., account applications, transfers, compliance forms). Track deadlines for client follow-ups and ensure tasks are completed on time. Preparing and updating internal and external presentations Creating and updating presentation templates Sending internal communications through Slack, etc Data Management and Reporting: Update client information in CRM systems and financial planning software. Generate and format reports for client meetings and internal use. Manage the lead generation process and tracking activities Office Management: Manage office supplies and coordinate with vendors as needed. Assist in organizing team events, training sessions, or workshops. Compliance and Confidentiality: Ensure adherence to financial industry regulations and compliance standards. Assisting in making sure our team licenses are up to date Maintain the utmost discretion and confidentiality regarding sensitive client information. Qualifications Required Skills and Experience: Proven experience in an administrative or client service role Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Canva). Experience using CRM Strong organizational and time-management skills. Good communication skills, both written and verbal. Ability to multitask and prioritize in a fast-paced environment. Key Attributes: Detail-oriented with a high level of accuracy. Professional demeanor and a client-focused attitude. Self-motivated, with the ability to work both independently and as part of a team. Problem-solving mindset and proactive approach to tasks.
Job Title
Administrative Assistant