Administrative Assistant

Oracle Wealth Management - Chattanooga, TN

Full-time

Position title: Administrative Assistant (entry level)

Position Description:

Step into an instrumental role. Help conduct the smooth operation of a fast-paced—and friendly—financial planning office. Work as an employee of an independent advisor franchisee with a financial advisory practice of Ameriprise Financial. Assist in daily business operations.

This position completes tasks previously performed by the advisor, allowing the advisor to focus more time and energy on client acquisition and deepening client relationships. The administrative assistant supports the many different tasks for which the practice is responsible and ties directly to the overall business plan of the practice. The administrative assistant allows the advisor the assurance he/she needs to know that his/her practice is being maintained and supported within Ameriprise Financial guidelines.

This role provides administrative support by scheduling meetings, preparing presentations, preparing client communications and tracking new business correspondence. This role is 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.

Position Functions:

Administrative assistance:

  • Assist the planning assistant(s), paraplanner(s), associate financial advisor(s) and advisor(s)
  • Schedule client appointments and prepare agendas/forms for appointments
  • Conduct client appointment reminder calls and check-in calls on follow up items
  • Copy and track all client and practice materials including business correspondence
  • Work with home office to ensure accurate account setup and resolve issues
  • Prepare correspondence for advisor signature
  • Maintain files and records in accordance with the records retention policy
  • Perform other allowable duties as assigned by the financial advisor(s)

Business Management:

  • Coordinate marketing events, client appreciation events, and seminars for the practice
  • Implement key marketing activities including: advisor website, social media, online client experience, and local advertising and media relations
  • Manage the flow of wholesalers in the office. Submit/track any invoices for agreed upon payments
  • Provide insight and recommendations to effectively use key tools that help lead to results in practice
  • Answer unsolicited calls from prospects to schedule appointments or refer to advisor
  • Review work methods and procedures for possible quality improvements and efficiencies; implement them when appropriate

Client Care

  • Greet clients upon arrival and extend hospitality to clients
  • Set up and maintain client management system
  • Document client contacts/calls
  • Answer questions and provide readily available information to clients, if requested and as allowable, as it relates to servicing their accounts
  • Conduct transaction requests as directed by financial advisor(s) and associate financial advisor(s)
  • Track client special events and make appropriate contact per established client contact model

Key Traits of a Successful Administrative Assistant:

  • Direct attention to detail and organization
  • Effective communication with clients and other advisors/staff
  • Effective and efficient time management
  • Polite and clear phone manner
  • Ability to multi-task
  • Ability to adhere to rules and regulations as stated and required by advisor, Ameriprise Financial
  • Ability to support and provide guidance for compliance within the advisor’s practice
  • Positive attitude and sincere willingness to constantly learn and grow

Education and Other Designations:

  • College degree or higher
  • 2+ years of similar experience

Position offers a competitive salary with benefits including but not limited to health coverage, paid time off, and 401k with generous contribution matching.

Job Type: Full-time

Education:

  • Bachelor's (Required)

Seasonal job:

  • No