We are seeking a professional, detail-oriented Administrative Assistant to support a busy Financial Advisor in West Chester, Ohio. This individual will play a vital role in delivering exceptional client service while ensuring the efficient operation of the practice. The ideal candidate is organized, proactive, technologically proficient, and committed to maintaining the highest standards of confidentiality and professionalism.
Key Responsibilities
Client Service
- Serve as the first point of contact for clients by phone, email, and in person.
- Schedule and confirm client appointments.
- Prepare meeting materials and client documentation.
- Follow up with clients regarding paperwork, account updates, and service requests.
- Deliver a welcoming and professional client experience.
Administrative Support
- Manage the advisor's calendar and daily schedule.
- Maintain electronic and paper client files.
- Process incoming and outgoing correspondence.
- Coordinate meetings, events, and client communications.
- Track outstanding tasks and ensure timely completion.
Operations
- Assist with new account openings and account maintenance paperwork.
- Prepare documents for client signatures.
- Maintain accurate records in CRM and financial planning software.
- Monitor office supplies and coordinate vendor services.
- Support compliance requirements and document retention procedures.
Marketing & Client Engagement
- Assist with client appreciation events and seminars.
- Coordinate newsletters and client communications.
- Update contact information and maintain marketing lists.
- Support social media or website updates as needed.
Qualifications
- High school diploma or equivalent.
- 2+ years of administrative or customer service experience.
- Excellent verbal and written communication skills.
- Strong organizational and time management abilities.
- High attention to detail and accuracy.
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Ability to manage confidential information with discretion.
- Familiarity with CRM systems and document management software helpful
- Successfully pass the FINRA background check
Desired Skills
- Professional and positive demeanor
- Strong customer service orientation
- Excellent multitasking abilities
- Problem-solving mindset
- Dependable and self-motivated
- Ability to prioritize competing deadlines
- Team-oriented with a willingness to learn
Compensation & Benefits
- Competitive salary based on experience
- Professional development opportunities
- Supportive, team-focused work environment
Success in This Role
A successful Administrative Assistant will consistently provide outstanding client service, maintain organized operations, anticipate the advisor's needs, and contribute to the growth and efficiency of the practice while ensuring compliance with industry standards.
Pay: $20.00 - $30.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Professional development assistance
Work Location: In person
