Administrative Assistant

Do you enjoy engaging with people and learning more about them? Do you shine in the area of hospitality? We have a receptionist role open, which is a critical role for our practice. As the front-line team member, you are the first-person welcoming clients into our office, or answering their inbound calls. Do you enjoy speaking with lots of different and interesting people? Are you also task oriented and enjoy working in a fast-paced environment?

The Receptionist and Administrative Assistant allows the Advisor to focus on existing client needs, client acquisition, and compliance. This (full or part time) position supports the many different tasks for which the practice as a whole is responsible and ties directly to the overall efficiency and growth of the practice. It also makes sure that practice is being maintained and supported within Ameriprise Financial guidelines as well as those outlined for the practice.

Reports to: Operations Director

Certificates, Licenses, Registrations, Designations Required: None

Key Responsibilities:

Client Service

· Greet visiting clients like you are welcoming into your home.

· Answer phone calls and connect client with the correct team member.

· Complete any filing, scanning, mailing, faxing or copying needed

· Help with client meeting prep as directed by Advisor

• Create and process applications to completion
• Update client profiles with address, phone and name changes

· Assist with client emails, phone calls and in person visits

· Special projects as necessary

· Use specific Ameriprise tools

· Schedule client appointments

Business and Practice Management

· Maintain client files

· Scan appropriate meeting documents and client outside account statements and save in Box

· Keep work methods and procedures up-to-date and compliant

· Plan and prioritize own work schedule

· Use to-do lists, calendars, computer software or other work/time management systems

· Perform other allowable duties as assigned by the Financial Advisor(s)

Key Skills/Abilities/Knowledge/Competencies:

For success in this role, an individual must be able to perform each primary responsibility at a basic level. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

o One-year related experience and/or training; or equivalent combination of education and experience.

o Continuing education – Lifelong learning is expected.

Language Skills:

o Able to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations 

o Able to write reports, business correspondence, and procedure manuals

o Able to effectively present information and respond to questions from managers, clients, customers, and the general public. 

o Excellent written and verbal communication skills are essential and mandatory

Computer Skills:

o Able to use MS Excel, MS Word, Outlook, Adobe, Skype, accounting software, contact management systems, database software and other software tools as necessary

Technical duties, tasks, and skills:

o Able effectively organize client folders on Box

Other Skills and Abilities:

· It is essential that the Administrative Assistant role has a high degree of integrity, honesty, commitment and trust. The financial health, image and goodwill of the company are highly influenced by the person holding this position.

· The successful Administrative Assistant will have excellent inter and intra personal relationship skills, effective communication skills and the willingness to show empathy and understanding for various points of view.

· Able to communicate with clients in a professional, clear and concise manner is essential.

· The Administrative Assistant must exercise discretion in dealing with the personal information of clients.

Physical Demands: 

This position requires the ability to handle significant levels of varied stresses, in particular mental stresses and fatigues. This position operates in a fast paced, highly regulated and ever-changing environment. There are no significant physical demands other than the endurance required to deal with the fast pace and stresses.

 Work Environment:

The work environment is typical office work such as you would find in a bank, insurance business, accounting firm, law firm or other professional office. There are no unusual or significant hazards and reasonable accommodations can usually be made.